Employment Spot

Job Description

About Technology Forums

Technology Forums is a fast paced, rapidly growing event planning company that is searching for a qualified individual to join their current Conference Planning Team in producing small- and large-scale conferences. Technology Forums specializes in producing Technology-focused conferences and exhibitions for the federal government. This is a terrific opportunity for an event planner with a minimum of three years of experience.

Job Description

The Speaker Coordinator organizes and develops the conference agendas and works as a liaison to the client and speakers.  This includes conference of various sizes and complexity (200 to 1,500 attendees). Key areas of responsibility: agenda management, database management, protocol knowledge, customer service/relationship building, logistics and administrative duties. Position requires significant travel. The Speaker Coordinator position reports directly to the Speaker Manager.

Job Requirements

Event Logistics

• Take an active part in developing the conference agenda.  Help control the direction of the agenda and the conference.
• Work with the Conference Planner and client to create the agenda.
• Obtain all necessary information from the speaker in a timely and accurate manner.
• Communicate regularly with speaker via telephone contact and written correspondence (email).
• Ensure company policies, procedures and standards are being followed as they relate to the coordination and marketing of events.
• Contact and follow up with speakers as well as updating the conference agendas on the conference websites.
• Man and set the Speaker Ready room at conference.
• Communicate operational problems as they arise to management.
• Proof presentation descriptions, conference agenda, program guide, signs, and promotional material that includes speaker material.
• Administrative Duties.
• Updating information in Events Pro, which is the speaker management database.
• Oversee the conference website for assigned meetings/conferences, ensuring completeness, timeliness and accuracy of information.
• Attend regular designated meetings to provide status of projects and bring issues to the attention of management to ensure timely resolution.
• Prepare and submit for approval any invoices to be paid.
• Contact and follow up with speakers as well as update the conference agendas on the conference websites.
• Collect and organize presentations for on-site network.
• Perform post conference development of the surveys and posting of presentations for download.
• Perform administrative duties to support the Conference Management Team and the Manager of Speaker Services.
• Perform other duties as assigned by the Manager of Speaker Services.  

Professional Competencies and Other Job Requirements:

• While working from your own office, expectations are that you will maintain a 50+ hour work week during standard business hours.  
• While in training work a few days a week from Director of Conferences Services Office or the Manager of Speaker Services Office.
• Home office in the Florida (Miami/Dade, Broward County) or Washington, DC area is required.
• Ability to travel within the U.S. (following conferences)-- 7-15 conferences a year.  This would consist of about 40 percent travel.
• Consult the Manager of Speaker Services when you have issues regarding your workload or problems with meeting deadlines.
• Sign a Non-compete/Non-solicit agreement.
• All equipment provided to you by Technology Forums is considered property of the company and is not to be used for purposes outside of your position with the company.
• Excellent verbal and written skills.
• Exemplify a positive, “can-do" attitude and lead by example. Foster and promote a cooperative working climate to promote positive staff morale.
• Excellent time management skills with the ability to establish and meet deadlines.
• Excellent proofreading skills to ensure accuracy, completeness and consistency in the work produced; review contracts/documents against corporate policy and procedure.
• Ability to work both independently and as a team member.
• Excellent follow-up and multitasking skills.
• Experience that illustrates the ability to manage multiple priorities simultaneously.
• Flexibility with work schedule.
• Proficiency in Microsoft Word, Excel and database management preferred.
• Self-motivated professional who takes the necessary steps to stay abreast of current trends, skills, resources and knowledge.
• Desire to contribute to the success and growth of the organization.

Education and Work Experience

• 3 or more years experience in conference planning, speaker coordination, Executive assistant or protocol.
• Bachelor's Degree from accredited four-year college or university is preferred.
• Certified Meeting Planner (CMP), Certification of Meeting Management (CMM) or other industry designation are preferred.

Tools that company will provide: 

• VOIP phone.
• One PC laptop.
• Other equipment and software required to perform your job functions.
• All equipment and information provided is property of Technology Forums and must be returned upon termination of the employment agreement.

Please send cover letter, resume and salary requirements to the attention of Sharla Warren, Director of Conference Services at [Click Here to Email Your Resumé].  Please put in the subject line “Speaker Coordinator Position".