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Speaker Experience Associate

POSITION OVERVIEW

The Speaker Experience Associate is one of the primary contacts for conference speakers and performers. This role will provide the highest level of service for pre-conference logistics and overall conference experience. The Speaker Experience Associate specifically handles communications, registration, lodging, program planning, onsite appointments and strategic initiatives. The candidate must work effectively in a fast-paced, collaborative environment, have exceptional verbal and written skills, high attention to detail, superb customer support and care and an ability to demonstrate integrity and quality of all speaker-related information.  

 

QUALIFICATIONS/SKILLS

  • Degree (preferred) or diploma in communications, administration, or similar discipline 

  • 4+ years in a communications and/or customer facing role 

  • Must be comfortable working with registration or event databases

  • Superior verbal and written communication skills and business acumen

  • Critical and strategic thinking with the ability to evaluate every aspect of a situation 

  • Solution oriented approach and the ability to proactively identify problems and opportunities, and action them appropriately

  • Able to respond well under pressure, taking initiative to problem solve 

  • Work on projects simultaneously to meet competing deadlines

  • Highly organized and detail oriented

  • Respect the need for confidentiality and the sensitivity of information

  • Event management or planning experience is an asset

  • Ability to travel internationally, if required

 

RESPONSIBILITIES

  • Administration: Strong administrative skills for answering emails, reporting, keeping records, updating into bespoke database systems

  • Registration: Assist with registering speakers and performers through our proprietary online conference management system

  • Travel and lodging: Organize all air travel and ground transportation, as well as room block assignment and coordination 

  • Speaker support: Provide 5-star level of service when fulfilling requests, including - hospitality rider, book mailings, shipments, release forms, visa applications, dietary or special needs

  • Relationships: Develop and maintain effective relationships with vendors, onsite crew and support staff, colleagues, and speaker’s support staff, management and security 

  • Conference schedules: Create detailed schedules for all onsite appointments and send individual conference itineraries 

  • Programming: Aid in designing custom room allocations and exhibits

  • Logistics: Plan and execute onsite room needs, including - AV, decor, food and beverage, event services (electrical, IT), and signage

  • Budget: Development, maintenance, reporting, invoicing and reconciliation

  • Communications: Adhere to branding and identity guidelines when composing all internal and external communication

  • Critical path: Strict adherence to project timelines and deliverables

  • Vendor management: Liaising all aspects of vendor relationships, including RFP and contracting processes, quality control, changing orders, and day-to-day communications

  • Decision making: Analytical and effective problem-solving skills

  • Leadership: Help to train and lead onsite support staff 

  • Onsite management: Room setups, gift delivery, props or backline delivery, travel and hotel changes, catering arrangements, and assist speakers and performers with attending their onsite appointments for rehearsals and show days

  • Willingness to contribute however possible to ensure the overall effectiveness of the program


WORKPLACE CONDITIONS

  • General: Open office environment

  • Physical: Repetitive movement of wrists, hands, and/or fingers

  • Mental/Visual: Concentrated mental and/or visual attention; work involves performing tasks to very close accuracy and quality specifications

  • Machines, Tools, Equipment, Electronic Devices, Computer Software, etc.:

Ability to use common office equipment such as telephone, computer and copier

Computer programs to include MS Office, Mac programs, Google Docs, Mailchimp, functional related databases

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