Symposium Content Development & Committee Support Co-Ordinator

Women in Payments is a global professional network uniting women across the payments ecosystem with a shared vision of gender parity. We are deeply committed to diversity, equity, and inclusion, and we believe organizations are strongest when they intentionally build cultures that celebrate different perspectives, experiences, and voices.

Job Profile

The role of Symposium Content Development & Committee Support Co-Ordinator focuses on planning and executing content and speakers delivering an exceptional experience for both speakers and event attendees for assigned regions.  This role also ensures the smooth execution of speaker engagement and governance activities across regional programs and works closely with internal teams and external stakeholders.

Key Responsibilities

Specific duties and responsibilities include:

• Develop programs and content for events with the Director, Global Events & Symposium Content by reviewing advisory board meeting notes on speaker and content recommendations, and speaking proposal assessments. 

• Manage speaking proposals, facilitate selection of speakers and topics, and extend invitations to participate.

• Co-ordinate the various event requirements pertaining to speakers, from invitation acceptance to event completion.

• Oversee all speaker participant correspondence and follow up.

• Act as a primary point of contact for speakers throughout their engagement, addressing any changes or issues as they arise.

• Assist with onsite event management including full session run of show, stage management, speaker audio/visual needs, and special presentations.

• Maintain a comprehensive and up-to-date database of potential and confirmed speakers, including contact details, agreements, and communication.

• Working closely with the marketing function, developing program literature and publications, speaker guideline packages, updating website content, asset creation, and creating signage for conferences and events as applicable.

• Proactively use technology tools and systems to manage the process, including Microsoft Office, client relationship management program (CRM), AdobeSign, and other software tools as appropriate.

• Manage the tracking and planning sheet and collect speaker details, including speaker release forms, registration, and slides where applicable.

• Ensure speakers receive next steps communication once they have confirmed participation. Conduct necessary follow ups.

• Ensure all speakers receive calendar invites to and provide the marketing team with speaker list for ‘Thank-you’ letters.

• Manage session asset creation and delivery to speakers.

• Coordinate and schedule regional advisory board and committee meetings.

• Arrange introduction meetings for new board and committee members.

• Coordinate with internal stakeholders to prepare and distribute agendas for each committee meeting.

• Gather and maintain up-to-date information on all committee members.

• Maintain advisory board and committee related trackers, team communications, and email distribution lists.

• Review website and other public-facing materials for accuracy regarding board and committee representation.

• Document and maintain a detailed blueprint for the role, to enable others to learn the role as required.

Skills Required

• Highly organized and detail-oriented with the ability to handle multiple tasks simultaneously

• Engages and collaborates well with clients and team members, with a strong ability to build relationships, partnerships and networks

• Exceptional communication skills, both written and oral

• Ability to handle confidential information with the highest level of discretion

• Strong attention to detail in maintaining accurate tracking systems, records, and documentation

• Flexible worker, with the ability to work remotely, either independently, or in a team setting

• Able to adapt quickly to changing priorities in a fast-paced, collaborative environment

• Assist in developing, implementation, and delivery of content strategies to achieve corporate objectives

• Proficient in Microsoft Office Suite (especially Excel and Outlook), calendar scheduling, and AdobeSign