Speaker Coordinator

CFA Institute; Greater London; On-site; GBP 40,000 - 45,000; Full time

Benefits offered by this job

Annual discretionary incentive bonus

12% employer contribution to a pension

Medical benefits package

Flexible work options

Wellbeing and development programs

Job summary

CFA Institute is seeking a Speaker Coordinator to manage end-to-end administrative coordination for ~400 speakers annually across webinars and in-person events. You will own the master speaker schedule, coordinate prep calls and on-site requirements, and ensure timely information across multiple teams and time zones.

You will also handle speaker agreements, procurement tasks, and the filing of abstracts and speaking notes, enabling smooth event delivery globally.

Qualifications

• Experience in contract administration, procurement or supplier onboarding with strong record-keeping.
• Ability to coordinate multiple concurrent workstreams and deadlines.
• Experience managing calendars, meetings and deliverables involving senior stakeholders and time zones.
• Attention to detail and clear status updates under changing priorities.
• Bachelor’s degree or equivalent combination of education and experience.

Responsibilities

• Coordinate end-to-end administration for ~400 speakers across webinars and in-person events.
• Own master speaker schedule; track deadlines, actions and risks.
• Organise preparation, rehearsal and technical checks for webinar speakers.
• Support in-person speaker prep, covering session timings, AV needs, travel and onsite logistics.
• Act as contact for speakers, contributors and agents; manage logistics.
• Handle speaker agreements and the onboarding process for paid/unpaid speakers.
• Coordinate procurement, suppliers, purchase orders, invoices and payments.
• Maintain speaker information across event pages, marketing materials and platforms.
• Work with Content, Marketing, Multimedia, Event Operations, Finance and Procurement.
• Manage abstracts, presentations and speaking notes documentation.

Skills

Contract administration

Procurement

Supplier onboarding

Calendar management

Stakeholder management

Communication skills

MS Word/Excel/PowerPoint/Outlook/Teams

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Job description

Are you highly organised and comfortable coordinating multiple deadlines, stakeholders and schedules at once? Do you enjoy being the person who keeps the details moving and ensures people have what they need, when they need it? Are you confident working with speakers, senior stakeholders and internal teams in a fast-moving events environment? CFA Institute is looking for a Speaker Coordinator to provide end-to-end administrative coordination for approximately 400 speakers each year across our Global Event Solutions portfolio, including webinars and in-person events. You will manage the practical journey from speaker confirmation and onboarding through preparation, event delivery and closeout. You will coordinate schedules, agreements, logistics, documentation and payments, working across multiple events and time zones while providing speakers and internal teams with accurate, timely information.

What You’ll Do

• Coordinate the end-to-end administration of approximately 400 speakers and contributors annually across webinars and in-person events.
• Own and maintain the master speaker schedule, tracking deadlines, dependencies, outstanding actions and risks across multiple concurrent events.
• Coordinate preparation, rehearsal and technical-check calls for webinar speakers, including invitations, briefing materials, attendance, actions and follow-up.
• Support preparation calls for in-person speakers, capturing and following up on requirements covering session timings, audiovisual needs, staging, travel, access and onsite arrangements.
• Act as an administrative point of contact for speakers, contributors and their agents, providing practical information and coordinating virtual and in-person logistics.
• Manage webinar contributor agreements and the agreement process for paid and unpaid in-person speakers, ensuring documentation and permissions are completed and recorded.
• Coordinate vetting, due diligence, Procurement approvals, supplier onboarding, purchase orders, invoices and payment records for paid speakers.
• Maintain accurate speaker information across event webpages, marketing materials, event platforms and internal communications, including biographies, titles, headshots and permissions.
• Work closely with Content, Marketing, Multimedia, Event Operations, Finance and Procurement to track ownership and keep outstanding actions moving.
• Manage the collection, version control, circulation and filing of abstracts, presentations and speaking notes.

What We’re Looking For

• Demonstrable experience in contract administration, procurement or supplier onboarding, alongside maintaining accurate schedules and records.
• Proven ability to coordinate multiple concurrent event, speaker or content workstreams with interconnected deadlines.
• Strong experience managing complex calendars, preparation meetings and deliverables involving senior stakeholders and multiple time zones.
• Excellent attention to detail and a track record of maintaining accurate records and providing clear status updates.
• The ability to respond effectively to changing priorities, ambiguity and fast-moving deadlines.
• Strong interpersonal and communication skills, with a professional and diplomatic approach when working with speakers, agents and internal stakeholders.
• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• A bachelor’s degree or an equivalent combination of education and experience.

Why Join Us

• Coordinate a significant global speaker portfolio spanning approximately 250 webinar and 150 in-person speakers each year.
• Work across multiple events and collaborate with teams including Content, Marketing, Multimedia, Event Operations, Finance and Procurement.
• Build broad exposure to the operational delivery of both virtual and in-person events.
• Take ownership of a high-volume coordination role where accurate administration, communication and follow-through directly support successful event delivery.

CFA Institute is committed to transparency and equity in our hiring process. In compliance with wage transparency laws in many of the jurisdictions in which we recruit, we provide the following information regarding compensation for this position:

• UK - London: £40 - £45k per year

Actual salary within the stated ranges will depend on the individual's experience, qualifications, skills, location, and other job-related factors.

• Eligibility for an annual discretionary incentive bonus.
• A 12% employer contribution to a 401(k) or pension plan.
• A comprehensive medical benefits package.

• We offer a comprehensive benefits package to support our employees, including health coverage, generous time off, competitive retirement plans, flexible work options, and wellbeing and development programs.

Working at CFA Institute | Comprehensive Benefits

About CFA Institute

CFA Institute is the global leader in investment excellence and ethics. With nearly 200,000 charterholders across 160 markets, we promote professional growth, uphold ethical standards, and help advance better financial markets. Join a global organization committed to putting investors first.

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We are an Equal Opportunity Employer. CFA Institute prohibits both discrimination and harassment with regard to all identifying characteristics: any individual employee, group of employees, or prospective employee on the basis of race, color, national origin, citizenship or immigration status, religion, creed or belief, age, marital or partnership status, marital or family status, care giver status, pregnancy and maternity, sexual and other reproductive health decisions, physical abilities/qualities, disability, sexual orientation, gender, gender identity or expression, predisposing genetic characteristic, military or veteran status, status as a victim or witness of domestic violence or sex offense or stalking, unemployment status, infectious disease carrier status, migrant worker status, educational background, socio-economic status, geographic location and culture or any other basis protected by applicable law. This policy impacts all aspects of employment, including but not limited to, recruitment, hiring, compensation, training, development, promotion, demotion, layoff, recall, furlough, transfer, leave of absence, and dismissal. This is a global policy that applies to all CFA Institute employees, regardless of location.

If, due to a disability or current medical condition, you need an accommodation or assistance to complete a job application, you can request one at any stage of the recruitment process. Please send an email to [e-mail] noting the accommodations or assistance you are requesting. Please do not include any medical or health information in this email. We will review your request and contact you to discuss the possible options and arrangements. We will try our best to provide you with an accommodation or assistance that meets your needs and respects your preferences.