We're part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100 who are #3 in Glassdoor's Best Places to Work 2025 UK list.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

Job Description
This role is based in our 240 Blackfriars office.

Conference Production Coordinator - Life Sciences Team

Are you a proactive, highly organized professional with a passion for events and exceptional communication skills? Join our dynamic Life Sciences team as a Conference Production Coordinator and play a pivotal role in supporting the production teams across our portfolio of events. This full-time position offers an exciting opportunity to contribute to the success of world-class conferences while building a rewarding career in the events industry.

About the Role

As a Conference Production Coordinator, you will be instrumental in ensuring the smooth operation of the production lifecycle. From speaker coordination to database management, your role will involve supporting the production team with administrative tasks, maintaining event documentation, and managing speaker relationships. You will also oversee the conference Master Data Sheet, ensuring all live and on-demand content is accurately tracked and updated.

Key Responsibilities

Event Documentation & Platform Management (40%)

Maintain and update event documentation, including speaker databases and conference agendas.
Ensure all platforms, including the CORE website, are up-to-date with agenda details and confirmed speakers.
Speaker Management (20%)

Build strong relationships with speakers through frequent communication, providing updates, managing expenses, and coordinating onsite operations.
Highlight speaker benefits, such as colleague discounts, and ensure seamless delivery of speaker operations pre-event, onsite, and post-event.
Database Coordination (10%)

Follow up with confirmed speakers to collect and update their details in the speaker database, word schematics, and CORE website.
Upload bios, photos, and contact information while ensuring all updates are accurately reflected across platforms.
Event Materials Synchronization (20%)

Ensure consistency across all event materials, including word schematics, speaker databases, Master Data Sheets, and the CORE website.
Manage changes, cancellations, and new additions, keeping all stakeholders informed.
Agenda Proofreading (10%)

Review the final event guide to ensure alignment with the CORE website and event app.
Key Metrics for Success

Maintain up-to-date and synchronized event materials across all platforms.
Build and manage strong speaker relationships, ensuring smooth operations pre-event, onsite, and post-event.
Achieve a minimum of 80% speaker confirmations four weeks before the event.
Actively participate in event project meetings, providing updates on speaker responses, expenses, and any concerns.
Play a key role in onsite event delivery, ensuring seamless execution.
Manage the online presence for conferences by uploading speaker content (bios, photos, etc.) to the website.
Collaborate with stakeholders to meet deadlines and align with marketing timelines.


Qualifications
Key Skills and Attributes

Excellent Communication Skills

Strong verbal and written communication abilities to build and maintain relationships with speakers and stakeholders.
Consistently delivers exceptional customer service and seeks opportunities to enhance the customer experience.
Creative and Customer-Focused

A proactive approach to improving processes and developing creative solutions within the Life Sciences team.
Maintains high-quality interactions with customers and ensures their needs are met effectively.
Highly Organized and Deadline-Oriented

Demonstrates exceptional organizational skills and the ability to manage time effectively, juggling multiple tasks simultaneously.
Works well under pressure in a deadline-driven environment while maintaining strong attention to detail.
Team Player with Initiative

Thrives in a collaborative team structure but is equally capable of working independently with a "can-do" attitude.
Eager to learn, grow, and contribute to the success of the team.
IT Proficiency

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable learning new platforms, including internal website and app systems.
Experience and Qualifications

Prior experience in a support or administrative role within a fast-paced, high-volume environment.
Proven ability to work in a client-focused environment, delivering excellent customer service consistently.
Strong attention to detail and organizational skills, with the ability to manage multiple priorities effectively.
Experience liaising cross-functionally to support production-related projects and processes.