COORDINATOR, SPEAKER PROGRAMS

Reports to Team Lead, Speaker Programs

Job Summary

The Coordinator, Speaker Programs is responsible for providing full administrative support to the Speaker Programs Manager to ensure that programs being planned are executed successfully. The SPC is involved from the inception of these programs until the program has completed.

Essential Duties & Responsibilities

• The SPC is responsible for all administrative tasks pertaining to Speaker Programs events. These tasks include sourcing, contracting, and coordinating with venues to host Speaker Programs. The SPC also ensures that proper compliance protocols are met in executing the events. Additionally, the Coordinator maintains and finalizes the BEOs and event trackers.
• The SPC must have the ability to exercise independent judgment to ensure the accurate management of expenses for multiple meetings in accordance with budgetary requirements. The SPC is solely responsible for the development, creation, and final approval of hotel contracts, including budget allocation for food & beverage, room rental, and audio visual. This requires excellent data analysis, fiscal accountability, and sound judgment.
• This position is a vendor-facing position that requires excellent customer service skills. The SPC has direct responsibility for collaborating with other team members to ensure seamless coverage.
• Source venues for Speaker Programs
• Coordinate logistics of Speaker Programs with venues including:
  • Room requirements
  • Spend per person requirements
  • AV needs
  • Manage venue contracts
  • Create and sends invitation
  • Tracks RSVPs and communicate with venues
  • Track costs post-program and report into proper trackers
    
    

SPECIFIC TASKS

• KOL (key opinion leader) recruitment
• Agreement Management
• Travel Coordination
• Client meetings
• Hotel Coordination
• Contract Negotiation
• Venue sourcing and booking
• Client Relationship
• Audio Visual Coordination
• Manage Confirmations
• Create Meeting Invitations
• Attendee Contracts
• Manage Registration Websites
• RSVP Tracking & Updates
• Budget Reconciliations
• BEO's
• Speaker Fee and Expense Processing
• Program Evaluations
• Sunshine Reporting documentation
• Materials Management
• Budget Management
• Compliance Reporting
  
  

Experience, Skills, and Qualifications

• Bachelor’s Degree in communication or business-related field required
• 1-2 years of related work experience preferred (customer service field, ideally speaker bureau or meetings and events)
• Knowledge of Salesforce preferred
• Knowledge of CVENT preferred
• ANALYTICAL SKILLS – Ability to compare, contrast, and quality check work with a keen attention to detail. Can present numerical data orally, in writing, or through graphics.
• COMMUNICATION SKILLS – Superior interpersonal and customer service skills.
• COMPUTER SKILLS – Proficient in Microsoft Office including Word, Excel (especially spreadsheets), and Power Point, database, and reporting tools. Knowledge of CVENT is preferred.
• DECISION MAKING SKILLS – Ability to make clear, concise decisions and solve complex problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS – Establishing and maintaining an excellent
• relationship with the client and the participants is critical to the success of this position.
• ORGANIZATIONAL SKILLS – Ability to organize, plan, and prioritize work in a fast-paced work environment. Ability to achieve goals in a timely fashion.

Travel Requirements

• Some travel may be required. This may include weekend and evening hours.