1BFS Speakers Coordinator

Role Overview

Assistant Producer at Visioneers supporting the Summit's main Track Producers. The role encompasses organizational communication, coordination, logistics, documentation, and day-to-day administrative support throughout planning and delivery of the Summit. This is a junior-level position suitable for someone with experience in events, hospitality, logistics, or stakeholder coordination.

Role Purpose

Provide comprehensive organizational and logistical support to Track Producers, managing speaker communications, travel coordination, session planning, documentation, and on-site delivery to ensure seamless Summit execution.

Key Responsibilities

Speaker Communication and Coordination

• Serve as the main day-to-day point of contact for assigned speakers.
• Communicate clearly and professionally with speakers, agents, managers, and representatives.
• Collect all required speaker information, documents, biographies, photos, session details, and presentation materials.
• Follow up with speakers on pending requirements, deadlines, approvals, and deliverables.
• Ensure speakers receive all necessary information regarding their participation in the Summit.

Speaker Logistics

• Collect and organize speaker travel and logistics requirements.
• Coordinate with the Logistics Team on flights, hotels, airport transfers, transportation, and visas.
• Track the status of each speaker's travel arrangements and ensure all bookings are completed on time.
• Support speakers with visa documentation and other travel-related requirements.
• Prepare and maintain accurate arrival, departure, accommodation, and transportation schedules.
• Flag any travel or logistical issues to the Track Producer and relevant teams.

Track and Session Support

• Support the Track Producer with the planning and organization of sessions.
• Maintain updated speaker lists, session schedules, contact details, and production requirements.
• Coordinate with Programming, Production, Logistics, Marketing, Operations, and other relevant teams.
• Ensure all session information is accurate and updated across internal documents.
• Assist with briefing speakers before their sessions.
• Support the Track Producer with any additional requirements related to the track.

Documentation and Administration

• Create, organize, and regularly update tracking sheets.
• Maintain accurate records of speaker confirmations, contracts, travel arrangements, visas, session information, and pending actions.
• Prepare meeting notes, action lists, and follow-up emails.
• Organize speaker files and ensure all documents are saved correctly.
• Monitor deadlines and follow up with relevant stakeholders.
• Provide regular updates to the Track Producer on progress, risks, and outstanding requirements.

On-Site Support

• Support speaker arrivals, registration, accreditation, and movement across the venue.
• Ensure speakers know where they need to be and at what time.
• Coordinate with backstage, stage management, transportation, hospitality, and production teams.
• Assist with speaker briefings, rehearsals, green rooms, and session preparations.
• Resolve minor issues quickly and escalate major concerns to the Track Producer.
• Remain available and responsive throughout the Summit.

Qualifications & Experience

• Experience communicating with external stakeholders, guests, clients, speakers, or talent.
• Basic understanding of event logistics and coordination.
• Strong written and verbal communication skills in English or Arabic.
• Arabic or additional languages would be an advantage.
• Strong working knowledge of Microsoft Office and Google Workspace, particularly Excel and Google Sheets.

Skills & Competencies

• Excellent communication and interpersonal skills.
• Highly organized with strong attention to detail.
• Manage several tasks and deadlines simultaneously.
• Professional and confident when dealing with speakers and senior stakeholders.
• Proactive and comfortable following up with people.
• Calm and solution-focused under pressure.
• Collaborate effectively with different teams.
• Flexible and willing to support outside regular working hours when required.
• Discreet when handling confidential speaker and travel information.