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Speaker Coordinator ( Administrative ) in Cambridge, MA at NextGen

Date Posted: 9/26/2018

Job Snapshot

  • Employee Type:
  • Location:
    Cambridge, MA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Speaker Coordinator ( Administrative )

6 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

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.