Speaker Coordinator

New York, NY
907/Member Engagement
08/25/2021
New York, NY
Depends on Experience  Annual
Full Time

About The Conference Board

Founded in 1916, The Conference Board is the member-driven think tank that delivers trusted insights for what’s ahead. Our agenda is simple: to help leaders navigate the biggest issues facing business and better serve society. We believe in innovative approaches that make you think- and act- differently. And everything we do reflects the input of our members and their real-world challenges. 

We do this by delivering business insights. We connect senior executives across industries and geographies to share ideas, and our experts create fact-based research and consensus-driven policy statements to help leaders address their most important business issues.

Because we are independent, non-partisan, and non-profit our work is trusted. If you learned it at The Conference Board you can count on it.


What it’s like to work here:

While it’s serious work to operate a global business think tank, it’s also fulfilling — and fun! Our people enjoy what they do and know their ideas matter. 

We encourage everyone to take personal ownership for outcomes: we collaborate, share a purpose and commit to each other and to our Members. It’s all about doing our very best - which means we succeed as our Members succeed - together we improve society.


The Conference Board invites all interested and qualified candidates to apply for employment opportunities. If you are an individual with a disability in need of assistance with our online application system and would like to request a reasonable accommodation,  please email Alana Trimmier at Alana.Trimmier@conference-board.org or call at 212-339-0324. Please indicate your full name, contact information and the specific accommodation needed.

 

Position Summary: 
 
Our customers – speakers, attendees, and sponsors - are leading executives from the largest companies in the United States. Speaker Coordinators are responsible for helping deliver a high-quality experience for them at each meeting. 
 
The Conference Board holds virtual and in person events.  The Speaker Coordinator will work on each meeting format, which includes:
1. Meetings held at a hotel or other public venue
2. Meetings held at TCB offices
3. Meetings held virtually, using remote technology
4. Hybrid meetings that combine remote and in-person attendance 
 
For all events, Speaker Coordinators are the liaison between meeting speakers and The Conference Board. They will support and guide Program Directors, speakers, sponsors, and attendees through the event lifecycle.  
 
Responsibilities:
 
Serves as administrative point of contact for all in person and virtual conference speakers
Assists virtual conference production team pre-, during and post event 
Assists conference meeting planning team pre-, during, post in person event 
 
Essential Functions:
 
Speaker Coordination
Initiates correspondence with speakers regarding program logistics and requirements for conferences and virtual conferences.
Works closely with Programming and Conference logistics teams, tracking the A/V needs and various details of speaker presentations (polling, video, etc.).
Learn the various virtual meeting platforms utilized by The Conference Board, which include, but are not limited to Zoom and ON24.
Schedules technical reviews/rehearsals with all speakers for virtual conferences.
House and organize all speaker assets for the Associate Producer and Attendee Portal Manager.
Requests and tracks speaker contact information in proprietary database.
Prepare, proof and produce materials needed for meeting attendees:  name badges, name tents, final attendee list, final agenda, biographies.
Assists conference sponsorship with sponsor speaker coordination.
Drafts digital event evaluations for both in-person and virtual conferences and shares with conference marketing, programming, and logistics/ production teams. 
In-person events: assist with logistics management, including but not limited to registration desk set up, attendee & speaker registration and management, and other duties as requested by Senior Meeting Planner.
Serves as live day speaker point of contact for in-person and virtual conferences ensuring all speakers are prepared.  Introduces speakers to the designated AV tech, ensures AV techs have speaker presentation(s) and/or video(s), and monitors rehearsal and live presentation to ensure all AV is properly working and speakers have the support needed for a successful presentation. 
Reconciling onsite registration information with Sponsorship, Customer Service and Marketing/CEU Department.
Participates in conference and virtual conference logistics and pre-show production meetings, providing up to date information on speaker materials and requirements.
Serves as overall meeting and virtual operations assistant, serving the Conference division with other duties as needed.
Other duties as assigned by others in Executive Programs including the Senior Vice President, and Senior Director, Operations.
 
Knowledge and Skills:
 
Knowledge of events planning and industry
Customer focused, with passion for client relations and hospitality
Highly organized and detail oriented
Technologically savvy
Ability to work with Senior level executives
Excellent communication and interpersonal skills
Positive attitude, strong work ethic, and team player mentality
Advanced multi-tasking abilities.  Ability to work on multiple projects in varying stages of development and with minimal supervision.
Superior prioritizing and time management skills, and the ability to meet deadlines consistently.
Excellent written and verbal interpersonal skills. 
Ability to work calmly and effectively in stressful situations.
 
Education and Experience Requirements:
 
1-2 years office work experience
Bachelors or Associate degree
Knowledge of Microsoft Word, Teams, Excel, and PowerPoint
Knowledge of event technology and video editing software a plus
 
All internal candidates must first contact Alana Trimmier at alana.trimmier@conference-board.org.