Program Associate

Key Responsibilities:

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Speaker Communication: Support the speaker invitation process by producing the invitation letter (on a rolling basis), following up on RSVPs, and updating the speaker tracker/databases.

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Coordination with Speaker Managers: Collaborate with the Speaker Manager to inform them as soon as possible when speakers are confirmed.

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Content Coordination: Collaborate with the Speakers Manager and other stakeholders to ensure all event content (e.g. marketing materials) is produced and standardized for each event.

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Content Production: Lead the production of some materials needed for events that require in-house production (such as PowerPoint presentation slides) when needed.

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Speaker Materials: Support the production of speaker guides and other materials required for events. This will require close coordination with speaker managers to set up regular mentoring calls prior to events.

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Documentation: Maintain organized records of all materials related to the event content. This will include updating agenda details, post-event summaries/reports, and other forms to capture required data.

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Calendar Management: Be the main point of contact for inquiries, calendar reservation requests, and requests, and works closely with the Programming Manager to maintain version control and accurately distribute information to relevant teams.

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Event Support: Provide ad-hoc support before and during the event, assist with any urgent needs, and support speaker management and preparation.

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Guest List: Support guest access and manage attendee responses for private invitation-only events.

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Collaborate with stakeholders: Lead coordination with internal teams and partners to ensure successful implementation of content delivery for the event.

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Continuous improvement: Staying on top of emerging trends in the conference/events industry and proposing innovative approaches to enhance coordination of programming and ideas.