Speaker Coordinator - Hybrid

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.

• 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

• 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

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

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.