The Speaker Coordinator will provide customer service, administrative, and logistical support to the Programs and Meetings department, specifically focusing on programs. The ideal candidate is organized, energetic, forward-thinking, and creative. This position requires an individual with the ability to work efficiently on several projects at one time, is results-oriented, has prioritization skills, and can adapt to a fast-paced, changing environment. This position entails cross-departmental interaction with PDA staff.
Duties & Responsibilities
The Coordinator is responsible for:
Serving as the program coordinator for events as assigned;
Managing and coordinating correspondence with planning committees, presenters, poster session presenters, and moderators, both pre-and post-conference;
Proofing and printing materials for distribution at events, e.g., program agendas, attendee lists, promotional flyers, etc.;
Summarizing session and general evaluations of events;
Preparing, packing, and unpacking materials for events;
Following program timelines;
Assisting at events, including event set up and tear down, customer service, speaker management, etc.;
Updating program content in promotional materials and on the website;
Working with external vendors to recommend and provide samples of sponsorship items according to timelines; and
Providing support for other duties as assigned.
Bachelor’s Degree in a related field and 2 years related experience in office administrative responsibilities and/or event support or equivalent combination of education and experience.
Travel Must be available for travel (approximately 10%), some evenings, and weekends
To perform the essential functions of this position and job successfully, an individual should demonstrate the following competencies:
Ability to work in a fast paced, team-oriented environment and sometimes under tight deadlines.
Ability to work both independently and with a team.
Problem solving—the individual identifies and resolves problems in a timely manner with direction; gathers and analyzes information skillfully and maintains confidentiality.
Interpersonal skills—the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new methods to complete assignments.
Oral communication—the individual speaks clearly, can accurately process verbal instruction, asks questions if something is unclear and willing to present new ideas to improve processes when applicable.
Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to draft and interpret concise correspondence.
Quality control—the individual demonstrates accuracy and thoroughness in their work.
Adaptability—the individual balances competing demands and is able to switch gears to accommodate change and unforeseen circumstances.
Dependability—the individual is consistently at work and on time, follows instructions, responds to management’s direction and solicits feedback to improve performance.
Safety and security—the individual observes safety and security procedures and uses equipment and materials properly.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Ability to take direction, and accomplish tasks efficiently, on time and accurately;
Ability to prioritize with direction;
Ability to apply sound judgment and use discretion when dealing with sensitive information;
Ability to work independently with minimal guidance as well as within a team;
Ability to communicate effectively verbally and in writing;
Ability to work in a team-oriented environment;
Excellent interpersonal skills;
Excellent organizational skills;
Intermediate knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams; and
Availability to work outside of normal business hours and on weekends prior to and during events, with advance notice;
Ability to travel periodically, with advance notice; and
Experience with Cadmium is highly desirable.
The physical demands described hereafter are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to independently ascend and descend stairs.
Ability to independently reach, twist and bend.
Ability to independently remain stationery for extended periods of time.
Ability to independently lift up to 30 pounds when required.
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