Speaker Coordinator

Role Summary
ACI is hiring an enthusiastic administrative professional to join the team. The Speaker Coordinator plays an essential role supporting the Production Team with speaker acquisition and management, keeps all event materials up to date, and continuously interacts with speakers, Conference Producers and the Events team throughout all stages of the production cycle for our live “in-person” events as well as virtual and hybrid events. A successful candidate will be proactive, highly organized, high energy and independent with excellent communication skills. A “can-do” attitude is a must. This role is an excellent opportunity for someone interested in a conference production industry.

About ACI
American Conference Institute is part of a global organization with offices in the US, Canada, and Europe that provides conferences around the world. Our Production team is expanding and we are looking for an energetic, driven, team-oriented professional to contribute as a highly motivated Conference Producer.

• Assist and work collaboratively with production team to manage conference speakers
• Manage all conference materials, including speaker databases, pre-event communications, speaker biographies, speaker materials
• Be a key point of contact for conference speakers, which includes:
  • Sending out conference information to all speakers
  • Collating speaker presentations and related materials
  • Co-ordinating all speaker, panel, and chair preparation before an event
  • Managing speaker responses – updating the database and agendas and answering any queries they may have
• Key point of contact for speakers onsite for in-person events and on the virtual platform for virtual and hybrid events
• Occasional travel may be required based on the conference team needs, being a key part of the onsite team as well as help manage virtual and hybrid events
• Collate the questions for any electronic polling sessions within the program
• Arrange any virtual pre recordings or streaming into the event
• Collate and proof-read all presentation PowerPoints
• Work with Continuing Legal Education (CLE) Team to ensure PowerPoints and other materials meet CLE criteria
• Brief the AV team before and onsite to ensure all speaker requirements are met
• Help streamline processes and efficiencies

• Bachelor’s Degree preferred
• Minimum two years’ experience in an administrative support position
• Excellent communication skills, creative, customer-focused, speaker focused
• IT literate, strong knowledge of and proficiency in Microsoft office, word, excel, power point
• Team-player who thinks like a leader
• Deadline-driven, and detail oriented
• Customer and people-focused, having the ability to build relationships with conference speakers
• Ability to work independently and execute deliverable to ensure excellent and consistent speaker communications
• Aptitude to evaluate and improve current processes and develop creative solutions within the team
• Ability and willingness to travel nationally (10% travel)

Equal Opportunities
The C5 Group of companies consisting of The Canadian Institute (CI) and American Conference Institute (ACI) values the diversity (all the ways in which we are different) of our colleagues. As an equal opportunity employer, we promote this diversity and ensure that persons are recruited, hired, assigned, and promoted without regard to race, religion, color, national origin, sexual orientation, sex, veteran’s status, age, gender identity, disability, familial status, pregnancy, or any other trait protected by law.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.