Company Description

Company Overview

Informa PLC is a leading international events, intelligence and scholarly research group. Our purpose is to champion the specialist. Through hundreds of powerful brands, we work with businesses and professionals in specialist markets, providing the connections, intelligence and opportunities that help customers grow, do business, make breakthroughs and take better informed decisions. Informa is listed on London Stock Exchange and a member of FTSE 100, with over 11,000 colleagues working in more than 30 countries.



The Role

To fulfill administrative requirements supporting the conference and exhibition operations team during the planning phase and onsite show management. Part of the role is to support in arranging speaker travel logistics, accreditation, and event permit applications.

Job Summary/Responsibilities

• Act as the main contact for speaker travel logistics
• Support on speaker travel-related tasks, including monitoring speaker flight booking, hotel rooming list, and airport transfers
• Organize, produce, and maintain speaker management files, including speaker travels, speaker travel tracker, and speaker budget files
• Process reimbursements of speakers
• Ensure that the Company is kept up to date on event permit-related updates
• Provide the event permit and speaker permit requirements and timelines with the Show Team and monitor that the Show Team adheres to compliance
• Speaker file management: Collect, file, translate in Arabic and upload speaker files onto the DTCM portal
• Track the submission of all speaker documents
• Along with Informa\'s Public Relations Officer, build relationships with government bodies and partners; troubleshoot where required
• Ensure ticketing is applied by the Show Team (if necessary)
• Assist in the local and international accreditation application
• Support on Mecomed applications for Healthcare events
• Ensure all allocated operational tasks are carried out on a timely basis according to individual project plans and within deadlines
• Manage event expenses and invoice payments where applicable, update budget and invoice trackers
• Under the guidance of senior team members, produce onsite documentation, including temp staff briefings, conference layouts, speaker welcome packs, staff handbooks including safety information, etc
• Coordination of onsite deliveries for the show teams
• Participate at events, performing ad hoc duties as instructed by senior team members
• Assist in updating how-to-guides, FAQs, and other resources for speakers, moderators, and delegates

Qualifications

Qualities needed for the role

• 6-12 months experience in an administrative role within the conference production or event management industry
• Experience and/or understanding of the conference industry
• Excellent time management and organisational skills
• Accurate and precise attention to detail
• Comfortable working with multiple teams: in-house and remote

Qualities needed for culture fit

• Collaborative with the ability to work autonomously
• Optimistic and calm when under pressure
• Ability and willingness to work additional hours and over the weekend if required to deliver an event

Skills required

• Fluent in English, any other language would be appreciated
• Intermediate to advanced skills in Microsoft Office, especially Excel and Word
• Strong interpersonal, oral and written skills in English
• Forward thinking, solution-minded problem solver, flexible and pragmatic

Informa