Speaker Coordinator (U.S.)

Job Description

 

DealCatalyst is a technology focused events company operating in the capital markets sector. We convene key market makers through a combination of digital and in person formats including conferences, social networking events and membership programs.

We are seeking an organized and customer service-oriented Speaker Coordinator to join our team. The successful candidate will be responsible for speaker coordination for conferences and events in the finance industry. The Speaker Coordinator will collaborate with multiple stakeholders to ensure successful execution of events that meet the needs of attendees, sponsors, and the organization. The ideal candidate should have strong organizational, communication, and customer service skills, and be able to work independently and collaboratively. 

 

Objectives of this Role

* (Duties and responsibilities can change based on business needs) 

      → Assist in speaker management by collecting information (registration, agreements, bios, photos, presentation decks, etc.) in a timely manner and providing overall support to ensure readiness ahead of the event. 

      → Serve as main liaison to speakers on contracts, honorarium fees, and assisting with their affiliated travel and accommodation arrangements. 

      → To work alongside the Event Producer to research and implement new technology solutions that can enhance the speaker and attendee experience. 

      → To work alongside the Event Producer on the speaker invite process, update and maintain databases and web content. Collect speaker materials upon confirmation. 

      → To proofread all outbound marketing communications to ensure accurate representation of speaker information and their company branding. 

      → To manage onsite logistics relating to speaker participation for national and international conferences, ensuring the program runs correctly, efficiently, professionally, and on time. 

      → To assist Event Producer to setup and configure online conference and meeting platforms 

 

Key Interfaces

Internal:

      → Keep Event Producer updated on progress of speaker confirmations, onboarding, and presentation preparations. 

      → Work with marketing on ensuring accurate representation of speakers in all outbound communications, ensuring they have the content and materials they need to produce these. 

      → Collaborate with Director of Investor Relations on sourcing speaker leads and sending speaker invites to VIP clients. 

 

External:

      → To liaise directly with confirmed speakers to collate their profile materials and communicate key deadlines and panel preparation expectations. 

      → To assist speakers with arranging preparatory calls with their fellow participants. 

      → To assist VIP speakers upon request with travel and accommodation needs. 

      → To communicate with speakers to ensure they are aware of all necessary program and logistical aspects of the conference. 

      → To work with contractors and suppliers to ensure requirements and specifications are communicated and met in a timely manner. 

 

Qualifications 

      → Bachelor’s degree or higher in business administration, Hospitality, Marketing or related field preferred .

      → 1-2+ years of experience in event coordination or customer service, preferably in the conference and events industry.

      → Ability to communicate professionally and articulately (orally and in writing) to all levels of an organization, with strong editorial capabilities (writing, editing, proofreading).

      → Ability to multitask and handle/perform under multiple tight deadlines. 

      → Ability to act both proactively and reactively to live event scenarios. 

      → Superior organizational, communication, and presentation skills with intrinsic attention to detail. 

      → Effective team working capacity. 

      → Interest in and ability to travel abroad. 

      → Working knowledge of Microsoft Office: Word, Excel, PowerPoint, Outlook. Adobe Software a plus. 

 

If you have a passion for event coordination, customer service, travel, and are interested in the finance industry, we encourage you to apply for this exciting opportunity.

 

Hours & Compensation

This is a remote / hybrid position working 40 hours per week; you will be required to work some nights and weekends during peak event seasons and while onsite at events. There will be opportunities for international travel to conferences.  

Competitive salary and variable compensation structure.

 

DealCatalyst Inc. is an equal opportunity employer, welcoming applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.