Speaker Programme Coordinator

Vistage Worldwide, Inc.; Portsmouth; On-site; GBP 32,000 - 42,000; Full time

Job summary

Vistage UK & Ireland is seeking a detail-oriented Speaker Booking & Scheduling Coordinator to own the end-to-end speaker booking process, manage rescheduling, and maintain strong day-to-day relationships with speakers and Chairs. You will ensure accurate bookings, data integrity, and timely communications within a small, collaborative team.

The role requires excellent administrative skills, strong communication, and proficiency with Salesforce, Excel, and PowerPoint.

Qualifications

• Strong administrative skills and attention to detail.
• Excellent written and verbal communication with Chairs and speakers.
• Ability to multi-task and prioritise in a small team environment.

Responsibilities

• Collaborate with Speaker Programme Manager to manage speaker bookings and provide data-driven insights for scheduling.
• Process Chairs' speaker wishlists and ensure bookings are accurately recorded in the Matrix system.
• Own booking confirmations end-to-end and manage cancellations or replacements with minimal disruption.
• Maintain roster data: contacts, topics, accreditation, and session history.
• Coordinate planning for the Annual Vistage Speaker Awards.

Skills

Administrative skills

Communication

Multi-tasking

Customer service

Tools

Salesforce

Microsoft Excel

PowerPoint

Job description

ABOUT VISTAGE

Vistage is the world's largest CEO peer advisory organisation, celebrating its 70th anniversary in 2027. Founded in 1957 and headquartered in San Diego, Vistage brings together more than 45,000 members across 40 countries through confidential peer groups, one-to-one executive coaching, and world‑class thought leadership from expert speakers.

In the UK and Ireland, Vistage supports over 1,100 members: the CEOs, founders, and senior leaders of the businesses that build Britain and Ireland. Members meet monthly in curated groups led by a Vistage Chair, an accomplished business leader who facilitates group discussion and challenges thinking. Backed by a network of more than 130 accredited speakers delivering over 600 sessions annually across the UK and Ireland, Vistage CEO members grow their companies 2.2 times faster than average SMEs.

THE OPPORTUNITY

For the CEOs sitting in a Vistage group, access to world‑class speakers is one of the most valued parts of the membership experience. Every one of the 600+ sessions delivered each year depends on smooth coordination behind the scenes: getting the speaker a Chair has requested booked in, keeping that booking on track, and stepping in quickly whenever plans change.

This role is the operational engine of the Speakers Programme. You will own the booking process, rescheduling, and day-to-day relationship management for a roster of around 130+ accredited speakers, working closely with the Speaker Programme Manager to make sure speakers feel supported and Chairs get the speakers they want, when they want them.

This is a hands‑on, detail‑driven role in a small, tight‑knit team. You'll be the first point of contact for speakers day-to-day, the person Chairs turn to when they submit their speaker wishlist or need a last‑minute replacement, and the one who keeps the roster's information accurate and its calendar full.

RESPONSIBILITIES

Speaker Booking & Scheduling

• Collaborate with the Speaker Programme Manager to manage speaker bookings for Vistage groups, providing data‑driven insights and support to ensure effective scheduling.
• Receive and process Chairs' speaker wishlists, requesting the booking with the relevant speaker and ensuring all speaker bookings are accurately recorded in the Matrix system, and that correct information is displayed on MyVistage.
• Own booking confirmations end-to-end via the speaker bookings system.
• Handle cancellations and rescheduling as they arise, keeping Chairs and speakers informed throughout, including replacement speakers at short notice when a booked speaker has to cancel minimising disruption to the group.
• Escalate roster gaps, quality concerns, or emerging speaker needs to the Speaker Programme Manager promptly and clearly.

Speaker Content & Onboarding

• Collaborate with the Speaker Programme Manager to ensure new speakers are secured, booked, and onboarded efficiently, meeting Vistage's high benchmarks for both content and delivery.
• Support ongoing speaker performance evaluations and feedback processes, providing data to help improve speaker content and delivery.
• Conduct regular content audits, to recommend revisions and keep speaker materials up to date.
• Work with speakers to upload their presentation, handouts and short video content, to keep them visible to member and Chairs.

Roster & Data Administration

• Keep the speaker database current: contact details, topics, accreditation status, and session history.
• Coordinate and assist in the planning and organisation of the Annual Vistage Speaker Awards.

EXPERIENCE

• Strong administrative skills with an eye for detail and an excellent telephone manner.
• The ability to multi‑task and to prioritise
• Team player whilst having the ability to work autonomously.
• Confident with virtual platforms including Zoom and Microsoft Teams
• Full clean driving licence

Skills

• Excellent written and verbal communication, with the confidence to deal directly with Chairs and speakers.
• Proficient in Microsoft Office, particularly Salesforce, PowerPoint and Excel

Key attributes

• Organised, detail‑orientated with the ability to manage multiple tasks and prioritise effectively
• Strong problem‑solver with sound logistical judgement
• Comfortable working independently and as part of a small team
• Reliable and trustworthy, full clean driving licence required
• Able to work well both as part of a team and independently.

COMPENSATION

Competitive base salary, plus performance‑related incentive. Details discussed at interview stage.

THE VISTAGE CULTURE

Vistage UK & Ireland is collaborative, fast‑moving, and energetic. We back self‑starters who bring ideas, take ownership, and enjoy the work. People who thrive here are commercially sharp, professionally generous, and good company on a long event day. You'll be joining a business that is being rebuilt for ambition, with the prestige of a 70‑year‑old global organisation and the agility of a UK leadership team that is determined to win.

If you want to be part of a growing business that is not a start‑up, one that has been in the UK for 37 years and is backed by a global network that has been doing this for nearly 70, let's talk.