Speaker Operations Coordinator (Maternity Cover)

Salary:

Competitive and dependent on experience (available upon application).

Based at:

iVentiv Headquarters, Stoneleigh Park, Warwickshire

Reporting to:

Content Director

Contract type

Fixed-term maternity cover (1 Year)

Working Hours

Full Time, Monday-Friday 09:00-17:30, inclusive of a one-hour unpaid lunch break. Hybrid working permitted 2 days a week once probation is passed.

The role:

The Speaker Operations Coordinator provides essential administrative and relationship support across iVentiv Executive Knowledge Exchanges. You will work closely with event participants, the Content team, and the wider business to ensure event information is accurate, deadlines are met, and facilitators are well-briefed before each Exchange.

This role would suit someone with strong administration experience, excellent attention to detail, and confidence communicating with senior external stakeholders. You will be managing multiple timelines, diaries, documents, and inboxes, so organisation and follow-through are key.

You will play an integral role in ensuring facilitators and delegates are fully prepared, informed, and engaged ahead of each Exchange.

What you'll do:

Act as a key point of contact for facilitators, delegates, and internal stakeholders via email and phone.
Coordinate facilitator registrations, check-in calls, and keep-in-contact calls across the annual event cycle.
Source and maintain facilitator information, including bios, photos, session topics, accommodation, dietary requirements, travel details, and on-the-day logistics.
Monitor pre-event communications, ensuring timely follow-ups, reminders, and completion of outstanding actions.
Update and cross-check internal trackers and materials, including Microsoft Excel spreadsheets, and maintain the CRM to a high standard.
Manage the Content Coordinator inbox in Microsoft Outlook, responding to queries, logging updates, and forwarding information to the relevant team members.
Schedule calls and manage diary appointments for the Content team, including facilitator calls, reconnect calls, and potential host conversations.
Proactively communicate updates on facilitator, delegate, and event material changes to the wider team.
Prepare and print event support materials (Adobe InDesign, Microsoft Office).
Provide general administration support to the Content team, including meeting follow-ups, document preparation, and planning for future events.
Take ownership of facilitator information tracking and ensure all event data is accurate, complete, and delivered to deadlines.

What we're looking for (essential):

Previous experience in an administrative, coordination, or project support role.
Excellent attention to detail and accuracy.
Strong written and verbal communication skills.
Confident and professional when communicating with senior external stakeholders.
Highly organised, with the ability to manage multiple tasks, timelines, and priorities across a fast-paced global events calendar.
Comfortable working independently and as part of a team.
Proactive, positive, and able to follow tasks through to completion.
Strong IT skills, including confidence using Microsoft Office, particularly Excel, Outlook, and Teams, as well as CRM-style systems.

What we're looking for (desirable):

Experience in events, conferences, project coordination, or bookings management
Experience communicating with senior stakeholders or external clients
Adobe InDesign experience

Why join iVentiv?

Flexible Working: Potential for remote working and flexible hours
Team Culture: Enjoy team lunches, a supportive environment, and a fun, dynamic workplace
Great Location: Free parking and a beautiful rural setting at Stoneleigh Park

Additional Information:

The role is based at iVentiv’s headquarters in Stoneleigh Park, Warwickshire, with some flexibility to work from home in line with business needs. Due to very limited public transport links, access to your own transport is highly recommended.