Speaker Coordinator

Are you highly organised and comfortable coordinating multiple deadlines, stakeholders and schedules at once? Do you enjoy being the person who keeps the details moving and ensures people have what they need, when they need it? Are you confident working with speakers, senior stakeholders and internal teams in a fast-moving events environment? CFA Institute is looking for a Speaker Coordinator to provide end-to-end administrative coordination for approximately 400 speakers each year across our Global Event Solutions portfolio, including webinars and in-person events.

You will manage the practical journey from speaker confirmation and onboarding through preparation, event delivery and closeout. You will coordinate schedules, agreements, logistics, documentation and payments, working across multiple events and time zones while providing speakers and internal teams with accurate, timely information.

• Coordinate the end-to-end administration of approximately 400 speakers and contributors annually across webinars and in-person events.
• Own and maintain the master speaker schedule, tracking deadlines, dependencies, outstanding actions and risks across multiple concurrent events.
• Coordinate preparation, rehearsal and technical-check calls for webinar speakers, including invitations, briefing materials, attendance, actions and follow-up.
• Support preparation calls for in-person speakers, capturing and following up on requirements covering session timings, audiovisual needs, staging, travel, access and onsite arrangements.
• Act as an administrative point of contact for speakers, contributors and their agents, providing practical information and coordinating virtual and in-person logistics.
• Manage webinar contributor agreements and the agreement process for paid and unpaid in-person speakers, ensuring documentation and permissions are completed and recorded.
• Coordinate vetting, due diligence, Procurement approvals, supplier onboarding, purchase orders, invoices and payment records for paid speakers.
• Maintain accurate speaker information across event webpages, marketing materials, event platforms and internal communications, including biographies, titles, headshots and permissions.
• Work closely with Content, Marketing, Multimedia, Event Operations, Finance and Procurement to track ownership and keep outstanding actions moving.
• Manage the collection, version control, circulation and filing of abstracts, presentations and speaking notes.

• Demonstrable experience in contract administration, procurement or supplier onboarding, alongside maintaining accurate schedules and records.
• Proven ability to coordinate multiple concurrent event, speaker or content work streams with interconnected deadlines.
• Strong experience managing complex calendars, preparation meetings and deliverables involving senior stakeholders and multiple time zones.
• Excellent attention to detail and a track record of maintaining accurate records and providing clear status updates.
• The ability to respond effectively to changing priorities, ambiguity and fast-moving deadlines.
• Strong interpersonal and communication skills, with a professional and diplomatic approach when working with speakers, agents and internal stakeholders.
• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• A bachelor’s degree or an equivalent combination of education and experience.

• Coordinate a significant global speaker portfolio spanning approximately 250 webinar and 150 in-person speakers each year.
• Work across multiple events and collaborate with teams including Content, Marketing, Multimedia, Event Operations, Finance and Procurement.
• Build broad exposure to the operational delivery of both virtual and in-person events.
• Take ownership of a high-volume coordination role where accurate administration, communication and follow-through directly support successful event delivery.

CFA Institute is committed to transparency and equity in our hiring process. In compliance with wage transparency laws in many of the jurisdictions in which we recruit, we provide the following information regarding compensation for this position:

• UK -…