Symposium Content Development – Committee Support Coordinator

Role Overview

• Develop programs and content for events with the Director, Global Events & Symposium Content by reviewing advisory board meeting notes on speaker and content recommendations, and speaking proposal assessments.
• Manage speaking proposals, facilitate selection of speakers and topics, and extend invitations to participate.
• Co-ordinate the various event requirements pertaining to speakers, from invitation acceptance to event completion.
• Oversee all speaker participant correspondence and follow up.
• Act as a primary point of contact for speakers throughout their engagement, addressing any changes or issues as they arise.
• Assist with onsite event management including full session run of show, stage management, speaker audio/visual needs, and special presentations.
• Maintain a comprehensive and up-to-date database of potential and confirmed speakers, including contact details, agreements, and communication.
• Working closely with the marketing function, developing program literature and publications, speaker guideline packages, updating website content, asset creation, and creating signage for conferences and events as applicable.
• Proactively use technology tools and systems to manage the process, including Microsoft Office, client relationship management program (CRM), AdobeSign, and other software tools as appropriate.
• Manage the tracking and planning sheet and collect speaker details, including speaker release forms, registration, and slides where applicable.
• Ensure speakers receive next steps communication once they have confirmed participation.
• Conduct necessary follow ups.
• Ensure all speakers receive calendar invites to and provide the marketing team with speaker list for ‘Thank-you’ letters.
• Manage session asset creation and delivery to speakers.
• Coordinate and schedule regional advisory board and committee meetings.
• Arrange introduction meetings for new board and committee members.
• Coordinate with internal stakeholders to prepare and distribute agendas for each committee meeting.
• Gather and maintain up-to-date information on all committee members.
• Maintain advisory board and committee related trackers, team communications, and email distribution lists.
• Review website and other public-facing materials for accuracy regarding board and committee representation.
• Document and maintain a detailed blueprint for the role, to enable others to learn the role as required.

Requirements

• Highly organized and detail-oriented with the ability to handle multiple tasks simultaneously
• Engages and collaborates well with clients and team members, with a strong ability to build relationships, partnerships and networks
• Exceptional communication skills, both written and oral
• Ability to handle confidential information with the highest level of discretion
• Strong attention to detail in maintaining accurate tracking systems, records, and documentation
• Able to adapt quickly to changing priorities in a fast-paced, collaborative environment
• Assist in developing, implementation, and delivery of content strategies to achieve corporate objectives
• Proficient in Microsoft Office Suite (especially Excel and Outlook), calendar scheduling, and AdobeSign

Benefits

• Flexible worker, with the ability to work remotely, either independently, or in a team setting