Speakers Bureau Coordinator

The Speakers Bureau Coordinator supports the federal client by managing the day-to-day operations of the agency’s Speakers Bureau. The coordinator is responsible for tracking and processing meeting and speaking requests, coordinating executive review workflows, preparing engagement documentation, and supporting the planning and execution of leadership speaking opportunities. This is a contingent position; hiring depends on award of the government contract.

• Monitor shared email inboxes and Power BI-based submission portals for meeting and speaking requests submitted to the federal client’s Speakers Bureau.
• Log, track, categorize, and maintain meeting and speaking requests in accordance with established standard operating procedures (SOPs).
• Generate reports and dashboards to support leadership review, workload management, and disposition of engagement requests.
• Conduct research to gather information necessary to evaluate meeting and speaking requests, including:
  • Event objectives
  • Audience demographics
  • Sponsoring organizations
  • Proposed topics
  • Event logistics
  • Strategic alignment with the federal client’s priorities
• Coordinate with requestors and event points of contact to obtain missing information and ensure requests are complete for leadership review.
• Support the review, assignment, prioritization, and deconfliction of speaking and meeting requests under the direction of government leadership.
• Coordinate leadership and program office reviews of speaking opportunities and support overall Speakers Bureau operations.
• Prepare and process Speaking Request Forms and Speaker Approval Forms by pre-populating templates, validating information, obtaining approvals, and uploading completed documentation to designated SharePoint repositories.
• Prepare briefing memoranda and executive engagement packages for meetings and speaking engagements by compiling:
  • Background information
  • Biographical materials
  • Event agendas
  • Organizational profiles
  • Reference materials
  • Supporting documentation
• Coordinate planning calls with event organizers, leadership, and internal stakeholders to ensure successful engagement execution.
• Maintain calendars, engagement trackers, SharePoint libraries, and records supporting Speakers Bureau activities.
• Track leadership commitments, speaking decisions, engagement outcomes, and follow-up actions.
• Produce recurring weekly, monthly, and ad hoc reports summarizing speaking requests, engagement metrics, leadership participation, and workflow status.
• Perform administrative and clerical functions supporting Speakers Bureau operations, including scheduling meetings, preparing correspondence, maintaining documentation, and supporting records management activities.
• Recommend process improvements to enhance efficiency, consistency, and responsiveness in Speakers Bureau operations.

• Currently holds, or is able to obtain, a Department of Homeland Security (DHS) Fitness Determination.
• Bachelor’s degree (BS/BA) in Marketing, Public Relations, Communications, Business Administration, Event Management, or a related field.
• Minimum of three (3) years of demonstrated professional experience supporting executive engagement planning, speakers bureaus, event coordination, public affairs, communications, or executive administrative operations.
• Experience coordinating meetings, conferences, executive speaking engagements, or stakeholder events.
• Experience preparing executive briefing materials, engagement documentation, or meeting packages.
• Demonstrated experience managing multiple requests and priorities using tracking systems and workflow tools.
• Strong written and verbal communication skills with excellent proofreading and editing abilities.
• Excellent organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, and Power BI or similar reporting platforms.
• Ability to manage multiple concurrent assignments while meeting established deadlines.

• Experience supporting the Department of Homeland Security (DHS), or another federal agency.
• Experience supporting Executive Secretariat (Exec…