Speaker Operations Specialist - Hybrid Conference

EarthX; Dallas (TX); Hybrid; USD 55,000 - 111,000; Part time

Job description

Company Description: EarthX is an international environmental nonprofit that educates, inspires, and connects people to drive meaningful action for a more sustainable future. Since 2010, EarthX has grown into a global platform through EarthX Media, a 24/7 channel and on-demand library featuring original series, award-winning films, and Earthx2027: Congress of Conferences. The organization’s mission is to energize a worldwide community to help create a cleaner, healthier future for all living things and future generations. Its vision is to serve as a leading global connector and environmental forum, advancing practical, scalable solutions for sustainability and conservation. EarthX embraces diversity and encourages collaboration among people from varied backgrounds and professions to exchange ideas and drive impactful environmental solutions.

Role Description

The Speaker Coordinator is a contract, on-site role based in Dallas, TX, supporting the planning and execution of Earthx2027: Congress of Conferences and related events. This role manages speaker outreach, communications, and scheduling, ensuring a smooth experience for presenters before, during, and after events. Day-to-day responsibilities include coordinating invitations and confirmations, tracking speaker details, collecting bios and session materials, and maintaining accurate records in event management tools. The Speaker Coordinator collaborates closely with program, production, and logistics teams to align session timings, room assignments, and technical needs. The role also supports on-site check-in, last-minute schedule adjustments, and follow-up communications, while maintaining professional and inclusive interactions with speakers from diverse backgrounds.

Position Overview

EarthX is seeking a highly organized and proactive Speaker Coordinator to manage the operational lifecycle of confirmed speakers across EarthX conferences and events.

The Speaker Coordinator serves as the primary operational point of contact for confirmed speakers, managing their experience from final approval and onboarding through conference execution and post-event follow-up. This role ensures speaker information, communications, assets, registration, benefits, schedules, and event logistics are accurate, complete, and coordinated across the organization.

This position focuses on speaker operations and experience, not speaker curation or selection. The Speaker Coordinator works closely with Programming, Production, Operations, Marketing, Information Technology, Registration, Public Relations, Volunteer Management, and conference teams to deliver a professional and seamless experience for every EarthX speaker.

This is an independent contractor position with a hybrid work schedule. Regular participation in in-office meetings, planning sessions, production meetings, and conference-week activities is required.

Key Responsibilities

Speaker Management & Data

Maintain accurate and current speaker records in Sessionboard and other approved EarthX systems, including:

• Speaker status and contact information
• Session and moderator assignments
• Registration and credential status
• Speaker benefits and guest information
• Travel exceptions and special accommodations
• Speaker assets and required deliverables
• Reporting and status tracking

Ensure speaker information remains accurate and synchronized across relevant teams and platforms.

Speaker Communications & Onboarding

Serve as the primary operational contact for confirmed speakers and provide timely, professional communication throughout the speaker journey.

Coordinate:

• Official invitations and confirmations
• Speaker onboarding and instructions
• Schedules and session information
• Event logistics and arrival information
• Speaker benefits and credentials
• Frequently asked questions
• Reminder and deadline communications
• Special requests and issue resolution

Speaker Assets & Content Coordination

Collect, organize, and track required speaker materials, including:

• Biographies and headshots
• Titles and organization information
• Presentation materials
• Videos and social media information
• Permissions, releases, and other required documentation

Coordinate with Marketing, Programming, Production, and PR to ensure approved speaker information and assets are available when needed.

Work closely with Registration, IT, Operations, and other teams to coordinate:

• Speaker registration
• Complimentary passes
• VIP and special-access credentials
• Guest registrations
• Banquet and other speaker benefits
• Badge information and accuracy
• Special accommodations

Speaker Experience & Hospitality

Help deliver a professional and welcoming speaker experience before and during the event.

Coordinate speaker-related activities such as:

• Speaker Lounge and green room support
• Hospitality and speaker materials
• Session readiness
• On-site assistance
• Speaker movement and scheduling

Cross-Functional Coordination

Serve as a central coordination point for speaker-related information across Programming, Production, Operations, Marketing, Registration, IT, Public Relations, Volunteer Management, and conference teams.

Communicate speaker updates, changes, requirements, and deadlines promptly so all departments are working from accurate information.

Marketing & Public Relations Support

Coordinate with Marketing and PR regarding:

• Speaker announcements
• Featured-speaker promotions
• Website and agenda updates
• Social media and promotional assets
• Speaker participation in interviews, podcasts, press conferences, and other media opportunities
• Speaker approvals and permissions for promotional materials

Conference-Week Operations

Provide hands-on speaker support throughout conference week, including:

• Daily speaker coordination
• Check-in and session readiness
• Schedule and last-minute changes
• Speaker movement and VIP support
• Production and programming communications
• Issue resolution and troubleshooting

Reporting & Post-Event Follow-Up

Support post-event reporting and closeout, including:

• Final speaker records and reporting
• Participation and attendance information
• Speaker surveys and feedback
• Lessons learned and recommendations for future events

Qualifications

Experience supporting conferences, executive events, speaker programs, or large-scale events.

Exceptional organizational and project coordination skills with strong attention to detail.

Excellent written and verbal communication skills and the ability to communicate professionally with senior executives, thought leaders, partners, and other high-profile participants.

Demonstrated ability to manage multiple priorities, deadlines, and a high volume of speaker interactions simultaneously.

Strong interpersonal and customer-service skills with the ability to build positive relationships and respond effectively to speaker needs.

Experience maintaining accurate records and working with large amounts of event or participant data.

Ability to collaborate effectively across Programming, Production, Operations, Marketing, Registration, IT, and Public Relations.

Proficiency with Microsoft Office and cloud-based collaboration and project management tools.

Experience with Sessionboard or comparable speaker/event management platforms is preferred.

Experience with sustainability, environmental, nonprofit, or mission-driven organizations is beneficial but not required.

Bachelor’s degree in Event Management, Communications, Hospitality, Business, or a related field, or equivalent relevant professional experience, is preferred.

• Ability to work a hybrid schedule and maintain flexibility during conference week, including extended hours when required.