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:
- Meetings held at a hotel or other public venue
- Meetings held at TCB offices
- Meetings held virtually, using remote technology
- 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
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.
- Reconciles 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.
- Responsible for being a champion of our five core values: Relevance, Openness, Innovation, Integrity, and Collaboration
- Other duties as assigned by others in Executive Programs including the Chief Executive Programs Officer, and Senior Director, Operations.
Qualifications:
- 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.
- Knowledge of event technology and video editing software a plus
- 1-2 years office work experience
- Bachelors or Associate degree