Events Speaker Coordinator

Direct Selling News; Plano (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Direct Selling News is seeking a Speaker Coordinator to manage end-to-end communication and logistics for speakers at live, virtual, and hybrid events. The role acts as a primary contact, ensuring timely information, deliverables, and a seamless experience from invitation to post-event follow-up.

The ideal candidate is highly organized, proactive, and comfortable handling multiple deadlines while delivering exceptional customer service for internal event teams and external speakers.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 2+ years in event planning, conference management, or coordination.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects with high accuracy.

Responsibilities

• Serve as primary contact for invited speakers.
• Coordinate invitations, onboarding, and follow-up.
• Maintain speaker records in CRM and event systems.
• Track bios, headshots, session descriptions, and materials.
• Monitor deadlines and follow up on missing information.
• Communicate with speakers before, during, and after events.
• Draft and distribute speaker packets, schedules, and reminders.
• Coordinate rehearsals and briefing calls.
• Prepare briefing documents and status reports for teams.
• Assist with on-site speaker check-in and ready room operations.
• Generate reports on speaker status and readiness.

Skills

Excellent written & verbal comms

Strong organization

Deadline management

Adaptability to AI tools

Education

Bachelor’s degree preferred or equivalent

Tools

Salesforce

Cvent

HubSpot

Monday.com

Asana

Zoom Webinar

Microsoft 365

Job description

Position Summary

The Speaker Coordinator manages end-to-end communication and logistics for speakers participating in live, virtual, and hybrid events. This role serves as one of the points of contact for speakers, ensuring they receive timely information, complete required deliverables, and have a seamless experience from invitation through post-event follow-up.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple deadlines while providing exceptional customer service.

Speaker Management

• Serve as a primary point of contact for invited speakers.
• Coordinate speaker invitations, confirmations, onboarding, and follow-up.
• Maintain accurate speaker records in the CRM and event management systems.
• Track bios, headshots, session descriptions, agreements, presentation files, and other required materials.
• Proactively monitor deadlines and follow up on missing information.

Communication

• Maintain consistent, professional communication with speakers before, during, and after each event.
• Respond promptly to speaker questions and resolve routine issues independently.
• Draft and distribute speaker information packets, schedules, instructions, reminders, and event updates.
• Coordinate rehearsal invitations, briefing calls, and last-minute communications.

Session & Event Coordination

• Coordinate speaker schedules, session assignments, and presentation logistics.
• Manage presentation deadlines, file collection, naming conventions, and uploads.
• Coordinate audiovisual requirements and virtual presentation rehearsals.
• Prepare speaker briefing documents and status reports for internal event teams.
• Assist with on-site speaker check-in and speaker ready room operations when applicable.

Database & Reporting

• Maintain complete and accurate records in CRM, project management, and event systems.
• Generate reports on speaker status, outstanding deliverables, deadlines, and event readiness.
• Identify risks early and elevate issues that may affect the program or event schedule.

Cross-Functional Collaboration

• Partner with Event Operations, Marketing, Registration, Sponsorship, Editorial, and Production teams.
• Ensure speaker and session information is accurate across agendas, websites, mobile apps, registration systems, and printed materials.
• Support additional event operations and administrative projects based on business needs.

Qualifications

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Two or more years of experience in event planning, conference management, project coordination, customer service, or executive support.
• Excellent written and verbal communication skills.
• Strong organizational, prioritization, and time-management skills.
• Ability to manage multiple projects and deadlines with a high level of accuracy.
• Professional judgment, initiative, and a strong customer-service orientation.
• Willingness to adapt & learn new AI technology and resources.

Preferred Experience

• Experience with CRM, event registration, or speaker management platforms.
• Working knowledge of tools such as Salesforce, Cvent, HubSpot, Monday.com, Asana, Zoom Webinar, Microsoft 365, or Google Workspace.
• Experience supporting conferences, executive-level speakers, webinars, or multi-event programs.

Key Competencies

• Organization and attention to detail
• Relationship management and customer service
• Clear, professional communication
• Problem solving and sound judgment
• Adaptability and composure under pressure
• Initiative, accountability, and follow-through