Speaker Coordinator - Hybrid

International Risk Management Institute, Inc. (IRMI); Dallas (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading risk management organization is seeking a Speaker Coordinator to manage speaker activities for conferences and events. Responsibilities include organizing speaker information, coordinating communications, and providing onsite support. The ideal candidate will have 6 months to 1 year of event support experience, excellent organizational and communication skills, and proficiency in Microsoft Office. This role is essential for ensuring smooth speaker experiences at various events.

Qualifications

• 6 months to 1 year of relevant coordination, administrative, or event support experience preferred.
• Strong proficiency in Microsoft Office suite.
• Excellent organizational, communication, and multitasking skills.

Responsibilities

• Organize and manage speaker information, materials, and schedules.
• Communicate effectively with speakers and internal teams.
• Provide onsite support to speakers during conferences.

Skills

Organizational skills

Effective communication

Multitasking

Attention to detail

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Tools

Cvent

Job description

The Speaker Coordinator is responsible for organizing and managing all speaker-related activities for conferences and events. This role ensures speaker information, materials, and communications are accurate, organized, and delivered on schedule. The coordinator collaborates with internal teams, external speakers, and onsite conference staff to support a seamless speaker experience.

Essential Functions

• Maintain a calm, professional, and positive attitude when managing speaker needs and handling stressful situations
• Communicate effectively-both verbally and in writing-with speakers, internal teams, and stakeholders
• Organize and manage speaker information, materials, and schedules with strong attention to detail
• Identify and resolve speaker-related issues by gathering information and implementing solutions
• Manage time efficiently to multitask, prioritize assignments, and meet project deadlines

Specific Duties & Responsibilities

• Coordinate with subject matter experts to develop speaker agreements and proposals, route documents to speakers, and monitor responses
• Collect, manage, and distribute speaker materials including bios, photos, session descriptions, outlines, and presentations
• Review and format speaker presentations to ensure consistency with event standards
• Enter and maintain accurate speaker and session information in the Cvent platform
• Manage all speaker communications and invitations, providing timely and accurate information
• Track speaker registrations, travel, and lodging arrangements and send reminders as needed
• Communicate speaker and session updates to marketing and conference management teams
• Provide onsite support to speakers during conferences and events
• Coordinate with onsite audiovisual teams to support speaker setup and presentation needs
• Host speaker preparation webinars or teleconferences and provide presentation guidance

Qualifications

• 6 months–1 year of relevant coordination, administrative, or event support experience preferred
• Strong proficiency in Microsoft Word, Excel, and PowerPoint
• Excellent organizational, communication, and multitasking skills
• Experience with conference or event support systems such as Cvent is a plus

Physical Requirements

Regularly required to sit, talk, hear, and use hands. Occasionally required to stand, walk, bend, or lift up to 25 pounds.

Moderately noisy environment typical of office and conference settings.