Events Speaker Coordinator

Position Summary

The Speaker Coordinator manages end-to-end communication and logistics for speakers participating in live, virtual, and hybrid events. This role serves as one of the points of contact for speakers, ensuring they receive timely information, complete required deliverables, and have a seamless experience from invitation through post-event follow-up.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple deadlines while providing exceptional customer service.

• Serve as a primary point of contact for invited speakers.
• Coordinate speaker invitations, confirmations, onboarding, and follow-up.
• Maintain accurate speaker records in the CRM and event management systems.
• Track bios, headshots, session descriptions, agreements, presentation files, and other required materials.
• Proactively monitor deadlines and follow up on missing information.

• Maintain consistent, professional communication with speakers before, during, and after each event.
• Respond promptly to speaker questions and resolve routine issues independently.
• Draft and distribute speaker information packets, schedules, instructions, reminders, and event updates.
• Coordinate rehearsal invitations, briefing calls, and last-minute communications.

• Coordinate speaker schedules, session assignments, and presentation logistics.
• Manage presentation deadlines, file collection, naming conventions, and uploads.
• Coordinate audiovisual requirements and virtual presentation rehearsals.
• Prepare speaker briefing documents and status reports for internal event teams.
• Assist with on-site speaker check-in and speaker ready room operations when applicable.

• Maintain complete and accurate records in CRM, project management, and event systems.
• Generate reports on speaker status, outstanding deliverables, deadlines, and event readiness.
• Identify risks early and elevate issues that may affect the program or event schedule.

• Partner with Event Operations, Marketing, Registration, Sponsorship, Editorial, and Production teams.
• Ensure speaker and session information is accurate across agendas, websites, mobile apps, registration systems, and printed materials.
• Support additional event operations and administrative projects based on business needs.

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Two or more years of experience in event planning, conference management, project coordination, customer service, or executive support.
• Excellent written and verbal communication skills.
• Strong organizational, prioritization, and time-management skills.
• Ability to manage multiple projects and deadlines with a high level of accuracy.
• Professional judgment, initiative, and a strong customer-service orientation.
• Willingness to adapt & learn new AI technology and resources.

• Experience with CRM, event registration, or speaker management platforms.
• Working knowledge of tools such as Salesforce, Cvent, Hub Spot, , Asana, Zoom Webinar, Microsoft 365, or Google Workspace.
• Experience supporting conferences, executive-level speakers, webinars, or multi-event programs.

• Organization and attention to detail
• Relationship management and customer service
• Clear, professional communication
• Problem solving and sound judgment
• Adaptability and composure under pressure
• Initiative, accountability, and follow-through