Conference Coordinator

Job Overview

The Conference Coordinator plays a critical role in the successful planning and delivery of all Expos within the Events Division. This position focuses on speaker logistics, content support, and agenda management, ensuring that all conference elements are executed seamlessly. The role is ideal for a detail-oriented, proactive individual who is passionate about event production and eager to grow into a managerial position within the conference team.

Key Responsibilities

Speaker Logistics & Coordination

• Manage the preparation, distribution and tracking of speaker social media badges.
  
• Ensure timely delivery of comprehensive speaker guidelines, including logistical instructions, presentation formats, and deadlines.
  
• Handle speaker registration and ensure accurate and up-to-date listings on the event website and mobile app.
  
• Maintain organized records of speaker communications, session information, and special requirements.
  

Speaker Engagement & Promotion

• Assist in developing speaker promotional content, including pre-recorded videos and digital assets for social media.
  
• Coordinate and monitor speaker-related social media features in collaboration with the marketing team.
  
• Align speaker promotion with broader event marketing strategies and timelines.
  

 Content & Event Materials Preparation

• Support agenda coordination by tracking session details and communicating updates across relevant teams.
  
• Assist in drafting MC scripts, on-screen agenda displays, and speaker introductions for smooth event flow.
  
• Coordinate collection and formatting of speaker presentations and materials, ensuring technical readiness.
  

 On-Site Event Support

• Act as the main point of contact for speakers during the event, addressing last-minute needs and technical requirements.
  
• Provide real-time content and agenda support from the office during the event.
  

Requirements

Experience

• 1–3 years of experience in event coordination, conference production, marketing, project administration, or a related field.
  
• Experience communicating with external stakeholders (e.g., clients, partners, or speakers) in a professional environment.
  

Skills

• Project Coordination: Ability to manage multiple moving parts and deadlines across various aspects of conference logistics.
  
• Communication: Strong verbal and written communication skills for engaging professionally with speakers, stakeholders, and internal teams.
  
• Organization: Excellent planning, prioritisation, and record-keeping abilities to manage speaker logistics, content materials, and event timelines.
  

• Content Creation: Familiarity with content creation or speaker promotion via social media platforms is a plus.
  

• Attention to Detail: High accuracy in managing speaker data, schedules, and presentation materials.
  
• Digital Literacy: Proficiency in Microsoft Office Suite (especially Excel and PowerPoint); familiarity with event platforms and content scheduling tools.
  

Personal Attributes

• Detail-Oriented: Maintains high standards and double-checks work to ensure accuracy.
  
• Problem Solving: Quick thinking and solution-oriented mindset to manage last-minute changes or challenges.
  
• Team Collaboration: Ability to work effectively within cross-functional teams including marketing, operations, and sales.
  
• Eager to Learn: Open to training, feedback, and developing new skills in the event production field.
  
• Adaptable: Able to pivot quickly when plans change and work comfortably in a dynamic environment.
  
• Team-Oriented: Works cooperatively with others and contributes to a positive team atmosphere.
  

Benefits

• An attractive remuneration package based on experience and qualifications.
  
• Discretionary Bonus Plan.
  
• Medical insurance coverage.
  
• Maternity & Paternity Benefits.
  
• Great opportunities for personal and career growth.
  
• Training, Learning & Development Opportunities.
  
• Flexible working hours.
  
• Complimentary lunch.
  
• 21 days of annual leave, paid sick leave, long weekend leave, and working from home option.
  
• An inspiring work environment with ambitious and enthusiastic colleagues.