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NextGen Person

Speaker Coordinator ( Administrative ) in Cambridge, MA at NextGen

Date Posted: 12/15/2018

Job Snapshot

Job Description

Speaker Coordinator ( Administrative )

5 Months contract for now

( There is a possibility that we could hire this person as a full-time employee )

Cambridge, MA 02142

Expect travel to Houston, TX the week of March 11, 2019

The position is very entry level. The position is administrative and data entry in nature. Will be entering speaker and event data into the system. Not looking for event coordination or event planning experience

Position Description:
With some 650 speakers, Speaker Management is an integral and important function of the conference. The Speaker Management Specialist's Role is responsible in assisting with the coordination of a variety of speaker-related activities and responsibilities, as summarized below.

  • Accurately collect and enter speaker contact information into the database management system for all internal and external speakers.
  • Track speakers approved by the Steering Committee and updating their status (i.e., nominated, drafted, invited, accepted, declined).
  • Draft invitation letters and send to appropriate members of the team for approval.
  • Send confirmation letters and speaker packets to speakers.
  • Assist with the coordination of transportation and hotel accommodations for high-level speakers as needed.
  • Collect biographical information and photos, and assist with the tracking of edited biographies from the Content Management team.
  • Work with content management, marketing, and partnership teams to ensure that speaker information is correct on all conference brochures and the website.
  • Liaise with individual speakers and finance team for payment of honorarium and expenses.
  • Coordinating post-event correspondences including thankyou letters and speaker gifts.


  • Extreme attention to detail and accurate record keeping.
  • Ability to organize time and tasks to meet tight deadlines.
  • Comfortable working in a demanding environment.
  • Personable with excellent verbal and written communication skills.
  • Computer literate with proficiency in Microsoft Office (Word, Excel, etc.).
  • Additional software expertise a plus.