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 (ACI) is devoted to providing the business intelligence that decision makers need to respond to challenges both here in the US, and around the world. American Conference Institute operates as a think tank, monitoring trends and developments in all major industry sectors, the law, and public policy, with a view to providing information on the leading edge. Headquartered in New York City, ACI has grown to produce more than 140 events each year, attended by thousands of senior delegates from across the country.

Core Responsibilities:
  • 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
  • Attend “in-person” events and be 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
Education and Qualifications:
  • 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.

We offer a competitive compensation package.

If you are interested in this opportunity, please send your cover letter and resume to [email protected] (please include your salary requirements)

No Phone Calls Please. Only those candidates who meet our qualifications will be contacted. American Conference Institute is part of an international group of companies with offices in Canada and Europe and is an equal opportunity employer.


Interested in joining the team?
If so, please submit your resume to [email protected]