Manager, Speaker & External Programs

Reports to: Senior Manager, Professional Development Strategy

Location: Irving, TX (Hybrid or Remote)

Job Type: Full-Time

About PPAI:

Promotional Products Association International (PPAI) serves as the voice and standard-bearer for the promotional products industry. We are passionate about education that drives industry professionalism, leadership, and innovation.

Position Overview:

The Manager, Speaker & External Programs is responsible for the successful execution of all speaker-related logistics across PPAI’s in-person events. This role manages the full lifecycle of speaker coordination, from contracting and prep calls to backstage support and live execution, ensuring sessions run smoothly and align with brand standards. Ideal candidates will have experience in event production or stage management, with strong organizational skills and attention to detail.

This role focuses on speaker logistics and program delivery, rather than curriculum development, and plays a key part in bringing high-profile sessions and external partner content to life.

Speaker Coordination & Execution (50%)

• Manage the end-to-end logistics for keynote speakers, panelists, and guest presenters, from contracting to onsite coordination
• Schedule, host, and document prep calls to ensure speakers meet timing, AV, and format expectations
• Coordinate speaker arrival times, deliverables, and run-of-show documents for seamless event execution

Event Production & Program Logistics (30%)

• Serve as the primary point of contact for speaker-related logistics before and during events
• Collaborate with AV, operations, and staging teams to manage flow of sessions and transitions
• Assist with onsite stage management duties including backstage direction, timing cues, and speaker readiness

Partnership & Sponsor Content Execution (20%)

• Implement externally developed or sponsored content sessions, ensuring they meet PPAI’s quality and branding guidelines
• Track session materials, approvals, and communications related to third-party contributors
• Provide support and guidance to partner organizations submitting content for inclusion in events or digital programs

Qualifications:

Required Experience & Skills:

• 4+ years of experience in event production, speaker coordination, or program logistics for conferences or large-scale events
• Proven ability to manage multiple speaker timelines, prep calls, and run-of-show details across concurrent sessions or formats
• High attention to detail with strong organizational and time management skills
• Experience coordinating with AV teams, staging crews, or backstage operations for live events
• Excellent communication skills with the ability to confidently guide speakers and external partners
• Comfort working in fast-paced, deadline-driven environments with many moving parts
• Proficiency in Microsoft Office and collaboration tools such as Outlook, SharePoint, or project/task management software (e.g., Trello, Asana, )

Preferred Qualifications:

• Experience in stage management, theatrical production, or backstage coordination is highly valued
• Familiarity with speaker bureaus, contract management, or talent booking
• Previous work with sponsor-driven or externally sourced content in an event or association setting
• Knowledge of PPAI’s mission and/or the promotional products industry is a plus but not required