Job Description

Position:Speaker Manager
Location: Dubai, UAE
Duration: July – November 2025
Salary Range: AED 15,000 – 20,000/month
Working Days: 5 days per week

Position Summary

We are seeking an experienced Senior Speaker Coordinator with a background in managing large-scale conferences or PCO (Professional Conference Organizer) events. The ideal candidate will play a critical role in coordinating all aspects of speaker management for the APCS2025 event, ensuring a seamless experience for high-level participants from initial outreach through to post-event follow-up.

Key Responsibilities

1. Speaker Coordination & Liaison

• Serve as the primary contact for all speaker communications
• Collaborate with clients to align speaker participation with agenda requirements
• Collect and verify speaker documents (biographies, headshots, presentations, etc.)
• Maintain an accurate and up-to-date speaker database

2. Travel & Logistics Management

• Coordinate speaker travel, accommodation, visa, and transfers
• Liaise with travel agencies and logistics teams
• Monitor travel changes and inform stakeholders accordingly

3. Permit & Documentation Management

• Work with the venue team to ensure timely submission of required permits and approvals
• Ensure speaker compliance with local laws and regulations
• Prepare and distribute welcome kits to all speakers

4. Hotel & Rooming List Management

• Manage accommodation bookings as per entitlement
• Update and manage rooming lists with hotel and hospitality teams
• Handle speaker-specific requests and changes

5. Onsite Speaker Support

• Welcome and guide speakers upon arrival
• Provide onsite support: green room coordination, AV needs, and session timing
• Communicate changes and updates efficiently and discreetly

6. Session Preparation & Technical Checks

• Schedule and conduct pre-event briefings or tech rehearsals
• Collect and format presentations for AV handover
• Assist speakers with platform or format queries (especially for hybrid events)

7. Post-Event Coordination

• Gather speaker feedback and manage follow-ups
• Assist in processing honorariums and sending thank-you letters or certificates
• Archive materials for future reference

General Project Duties

• Coordinate and liaise with all stakeholders, including ECD, DWTC, hotel, logistics, and permit teams
• Manage hotel arrangements including understanding of rooming lists and hotel charges
• Handle onboarding processes for all speakers
• Provide weekly status reports on progress and key activities
• Oversee and manage all speaker-related matters from start to finish

Qualifications & Experience

• Bachelor’s degree in a relevant field
• 3–5 years’ experience in speaker management or event coordination
• Experience in working with international speakers and large-scale events
• Familiarity with event management tools (Excel, Cvent, etc.)
• Proficiency in Microsoft Office Suite
• Willingness to work flexible hours and travel during event periods

Key Traits

• Calm under pressure and solutions-oriented
• Strong communication and interpersonal skills
• Detail-oriented with a service-driven mindset
• Culturally sensitive and professional demeanor
• Ability to build rapport with high-level stakeholders
• Discreet with handling sensitive information