Speaker Coordinator

Are you highly organised and comfortable coordinating multiple deadlines, stakeholders and schedules at once? Do you enjoy being the person who keeps the details moving and ensures people have what they need, when they need it? Are you confident working with speakers, senior stakeholders and internal teams in a fast-moving events environment?

CFA Institute is looking for a Speaker Coordinator to provide end-to-end administrative coordination for approximately 400 speakers each year across our Global Event Solutions portfolio, including webinars and in-person events.

You will manage the practical journey from speaker confirmation and onboarding through preparation, event delivery and closeout. You will coordinate schedules, agreements, logistics, documentation and payments, working across multiple events and time zones while providing speakers and internal teams with accurate, timely information.

What You’ll Do

• Coordinate the end-to-end administration of approximately 400 speakers and contributors annually across webinars and in-person events.

• Own and maintain the master speaker schedule, tracking deadlines, dependencies, outstanding actions and risks across multiple concurrent events.

• Coordinate preparation, rehearsal and technical-check calls for webinar speakers, including invitations, briefing materials, attendance, actions and follow-up.

• Support preparation calls for in-person speakers, capturing and following up on requirements covering session timings, audiovisual needs, staging, travel, access and onsite arrangements.

• Act as an administrative point of contact for speakers, contributors and their agents, providing practical information and coordinating virtual and in-person logistics.

• Manage webinar contributor agreements and the agreement process for paid and unpaid in-person speakers, ensuring documentation and permissions are completed and recorded.

• Coordinate vetting, due diligence, Procurement approvals, supplier onboarding, purchase orders, invoices and payment records for paid speakers.

• Maintain accurate speaker information across event webpages, marketing materials, event platforms and internal communications, including biographies, titles, headshots and permissions.

• Work closely with Content, Marketing, Multimedia, Event Operations, Finance and Procurement to track ownership and keep outstanding actions moving.

• Manage the collection, version control, circulation and filing of abstracts, presentations and speaking notes.

What We’re Looking For

• Demonstrable experience in contract administration, procurement or supplier onboarding, alongside maintaining accurate schedules and records.

• Proven ability to coordinate multiple concurrent event, speaker or content workstreams with interconnected deadlines.

• Strong experience managing complex calendars, preparation meetings and deliverables involving senior stakeholders and multiple time zones.

• Excellent attention to detail and a track record of maintaining accurate records and providing clear status updates.

• The ability to respond effectively to changing priorities, ambiguity and fast-moving deadlines.

• Strong interpersonal and communication skills, with a professional and diplomatic approach when working with speakers, agents and internal stakeholders.

• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Teams.

• A bachelor’s degree or an equivalent combination of education and experience.

Why Join Us

• Coordinate a significant global speaker portfolio spanning approximately 250 webinar and 150 in-person speakers each year.

• Work across multiple events and collaborate with teams including Content, Marketing, Multimedia, Event Operations, Finance and Procurement.

• Build broad exposure to the operational delivery of both virtual and in-person events.

• Take ownership of a high-volume coordination role where accurate administration, communication and follow-through directly support successful event delivery.

At CFA Institute, we are committed to transparency and equity in our hiring process. In compliance with wage transparency laws in many of the jurisdictions in which we recruit, we provide the following information regarding compensation for this position:

Expected salary range:

• UK - London: £40 - £45k per year

Actual salary within the stated ranges will depend on the individual's experience, qualifications, skills, location, and other job-related factors. Additional benefits include eligibility for an annual discretionary incentive bonus, a 12% employer contribution to a 401(k) or pension plan, and a comprehensive medical benefits package.

We offer a comprehensive benefits package to support our employees, including health coverage, generous time off, competitive retirement plans, flexible work options, and wellbeing and development programs. You can learn more on our careers site: Working at CFA Institute | Comprehensive Benefits

About CFA Institute

CFA Institute is the global leader in investment excellence and ethics. With nearly 200,000 charterholders across 160 markets, we promote professional growth, uphold ethical standards, and help advance better financial markets. Join a global organization committed to putting investors first.

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Important Message: Your application must clearly demonstrate how you meet the requirements as CFA Institute cannot make assumptions about your education, experience, or location. We thank all those who apply.

We are an Equal Opportunity Employer. CFA Institute prohibits both discrimination and harassment with regard to all identifying characteristics: any individual employee, group of employees, or prospective employee on the basis of race, color, national origin, citizenship or immigration status, religion, creed or belief, age, marital or partnership status, marital or family status, care giver status, pregnancy and maternity, sexual and other reproductive health decisions, physical abilities/qualities, disability, sexual orientation, gender, gender identity or expression, predisposing genetic characteristic, military or veteran status, status as a victim or witness of domestic violence or sex offense or stalking, unemployment status, infectious disease carrier status, migrant worker status, educational background, socio-economic status, geographic location and culture or any other basis protected by applicable law. This policy impacts all aspects of employment, including but not limited to, recruitment, hiring, compensation, training, development, promotion, demotion, layoff, recall, furlough, transfer, leave of absence, and dismissal. This is a global policy that applies to all CFA Institute employees, regardless of location.

If, due to a disability or current medical condition, you need an accommodation or assistance to complete a job application, you can request one at any stage of the recruitment process. Please send an email to TAHelpdesk@cfainstitute.org noting the accommodations or assistance you are requesting. Please do not include any medical or health information in this email. We will review your request and contact you to discuss the possible options and arrangements. We will try our best to provide you with an accommodation or assistance that meets your needs and respects your preferences.