Speaker Coordinator

American Conference Institute; United States; Remote; USD 40,000 - 80,000; Full time

Job summary

Join a dynamic team at a forward-thinking organization as a Speaker Coordinator, where you'll play a pivotal role in the conference production process. This position offers a unique opportunity to engage with speakers and collaborate with a dedicated production team for live, virtual, and hybrid events. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, ensuring seamless interactions and successful event execution. If you're looking to thrive in a fast-paced environment and make a significant impact in the conference industry, this role is perfect for you!

Qualifications

• Minimum two years’ experience in an administrative support position.
• Strong knowledge of Microsoft Office applications.

Responsibilities

• Manage conference materials and speaker communications.
• Coordinate speaker preparation and manage responses.

Skills

Excellent communication skills

Organizational skills

Customer-focused

Ability to build relationships

Problem-solving skills

Education

Bachelor’s Degree

Tools

Microsoft Office

Word

Excel

PowerPoint

Job description

Role Summary
ACI is hiring an enthusiastic administrative professional to join the team. The Speaker Coordinator plays an essential role supporting the Production Team with speaker acquisition and management, keeps all event materials up to date, and continuously interacts with speakers, Conference Producers, and the Events team throughout all stages of the production cycle for our live “in-person” events as well as virtual and hybrid events. A successful candidate will be proactive, highly organized, high energy, and independent with excellent communication skills. A “can-do” attitude is a must. This role is an excellent opportunity for someone interested in the conference production industry.

About ACI
American Conference Institute is part of a global organization with offices in the US, Canada, and Europe that provides conferences around the world. Our Production team is expanding, and we are looking for an energetic, driven, team-oriented professional to contribute as a highly motivated Conference Producer.

Core Responsibilities

• Assist and work collaboratively with the production team to manage conference speakers.
• Manage all conference materials, including speaker databases, pre-event communications, speaker biographies, and speaker materials.
• Be a key point of contact for conference speakers, which includes:
  • Sending out conference information to all speakers.
  • Collating speaker presentations and related materials.
  • Coordinating all speaker, panel, and chair preparation before an event.
  • Managing speaker responses – updating the database and agendas and answering any queries they may have.
• Key point of contact for speakers onsite for in-person events and on the virtual platform for virtual and hybrid events.
• Occasional travel may be required based on the conference team needs, being a key part of the onsite team as well as helping manage virtual and hybrid events.
• Collate the questions for any electronic polling sessions within the program.
• Arrange any virtual pre-recordings or streaming into the event.
• Collate and proof-read all presentation PowerPoints.
• Work with the Continuing Legal Education (CLE) Team to ensure PowerPoints and other materials meet CLE criteria.
• Brief the AV team before and onsite to ensure all speaker requirements are met.
• Help streamline processes and efficiencies.

Education and Qualifications

• Bachelor’s Degree preferred.
• Minimum two years’ experience in an administrative support position.
• IT literate, strong knowledge of and proficiency in Microsoft Office, Word, Excel, PowerPoint.
• Team player who thinks like a leader.
• Deadline-driven and detail-oriented.
• Customer and people-focused, having the ability to build relationships with conference speakers.
• Ability to work independently and execute deliverables to ensure excellent and consistent speaker communications.
• Aptitude to evaluate and improve current processes and develop creative solutions within the team.
• Ability and willingness to travel nationally (10% travel).

Equal Opportunities
The C5 Group of companies consisting of The Canadian Institute (CI) and American Conference Institute (ACI) values the diversity (all the ways in which we are different) of our colleagues. As an equal opportunity employer, we promote this diversity and ensure that persons are recruited, hired, assigned, and promoted without regard to race, religion, color, national origin, sexual orientation, sex, veteran’s status, age, gender identity, disability, familial status, pregnancy, or any other trait protected by law.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Application
We offer a competitive compensation package. If you are interested in this opportunity, please send your cover letter and resume to [e-mail] (please include your salary requirements).

No Phone Calls Please. Only those candidates who meet our qualifications will be contacted. American Conference Institute is part of an international group of companies with offices in Canada and Europe and is an equal opportunity employer.