Project Coordinator Fan Expo HQ

Informa Group Plc.; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading event management company is seeking a Project Coordinator to provide administrative support and manage various projects. The role requires excellent organizational skills and proficiency in Microsoft Office Suite. Candidates should have a bachelor's degree and 1–3 years of experience. Join us for a collaborative work environment and opportunities for professional development.

Benefits

Competitive salary and benefits

Professional development opportunities

Dynamic work environment

Social events and diversity programs

Comprehensive time-off package

Qualifications

• 1–3 years of experience in administrative or project coordination roles.
• Experience with event management is a plus.

Responsibilities

• Provide administrative assistance and manage communications.
• Manage assigned projects and create documentation plans.
• Act as a liaison for suppliers and ensure timely service.
• Oversee financial administration and reconcile payments.
• Prepare reports and presentations by analyzing information.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Problem-solving

Education

Bachelor’s degree in Business Administration, Event Management or related field

Tools

Microsoft Office Suite

Job description

This role is based out of our Toronto office.

We are looking for a proactive Project Coordinator who will provide administrative support, manage projects and facilitate effective communication across departments. The ideal candidate is highly organized, detail‑oriented and possesses excellent communication skills.

Responsibilities

• Administrative Support:
  • Conserve senior managements time by providing administrative assistance, communications, producing analytics and preparing presentations on special projects.
  • Support new hires with administrative set up and training as assigned.
  • Compile and maintain meeting minutes for senior team meetings.
  • Maintain and champion internal data storage platforms, distribution lists and key divisional meetings.
• Project Management:
  • Manage assigned projects and follow up with staff on completion of tasks.
  • Assist in preparing project proposals, timeframes, schedules, year‑over‑year comparisons and budgets.
  • Create and maintain comprehensive and professional project documentation plans and reports.
  • Deliver special projects for the FAN EXPO shows as required including team summits, social events and other initiatives.
• Vendor & Customer Relations:
  • Act as primary liaison for universal suppliers as assigned (supplies, printing, signage, credentials etc.) to ensure FXHQ departments are serviced consistently and on schedule.
  • Provide efficient correspondence and respond to customers, exhibitors and sponsors in a timely fashion.
• Financial Administration:
  • Oversee and manage Fan Expo PCards for senior executives including coding of expenses and following up on expenses.
  • Keep track of process and reconcile payments including invoices, statements, checks, refund requisitions, compliance with financial policies and procedures.
  • Ensure correct approval, sorting, coding and matching of invoices and receipts.
  • Lead commission reporting and collections for hotel partners in collaboration with show leads.
• Reporting & Analysis:
  • Prepare regular reports and presentations by collecting and analyzing information.

Qualifications

• Excellent organizational and time management skills.
• Strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Effective written and verbal communication skills.
• Ability to work independently and as part of a team.
• Problem‑solving skills and ability to prioritize multiple tasks.

Education & Experience

• Bachelor’s degree in Business Administration, Event Management or related field preferred.
• 1–3 years of experience in administrative or project coordination roles.
• Experience with event management is a plus.

What We Offer

• Competitive salary and benefits package.
• Professional development opportunities.
• Dynamic and collaborative work environment.
• Opportunity to work with exciting events and projects.

Benefits

• Great community: welcoming culture with in‑person and online social events, the fantastic Walk the World charity day and active diversity and inclusion networks.
• Broader impact: up to four days per year to volunteer with charity, match funding available.
• Career opportunity: bespoke training and learning, mentoring platforms and on‑demand access to thousands of courses on LinkedIn Learning.
• Comprehensive time‑off package: 10 vacation days, 8 paid emergency days, 1 paid day to celebrate your birthday and up to 4 paid volunteering days.
• Work from almost anywhere for up to 4 weeks per calendar year.
• Competitive benefits including Share Match program.
• Strong wellbeing support through EAP, mental health first aiders, free access to a wellness app and more.
• Recognition for great work with global awards and kudos programs.
• International collaboration with teams around the world.

We are not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most although not all of the skills and experience listed we welcome your application.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and/or the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. As part of our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses protected by law.

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Remote Work: No

Employment Type: Full‑time