Job Description

Position Summary

AEE is seeking an experienced and highly organized Conference Speakers Coordinator to lead speaker engagement, program planning, and content logistics across all AEE conferences - including AEE East, AEE West, AEE Europe, and AEE World events, and other events as needed. This is a dynamic role that interfaces with speakers, internal teams, and external partners to ensure flawless program delivery and impactful event experiences.

Key Responsibilities

Conference Program Development

• Develop conference program timelines aligned with marketing and production schedules.
• Manage Call for Papers (CFP): coordinate marketing, artwork, email campaigns, and website postings.
• Review speaker abstract submissions and communicate acceptance decisions.
• Assist in designing event programs, session tracks, and speaker lineups.
• Research, identify, and confirm keynote speakers, session chairs, and panelists.
• Liaise with speakers to collect bios, photos, and session materials.

Speaker Management

• Send event details, agendas, hotel/travel information, registration steps, and reminders to all confirmed speakers.
• Manage updates across tracking tools (Excel, websites, mobile apps).
• Upload speaker presentations to online platforms and ensure they are linked and accessible.
• Coordinate on-site logistics for keynotes and speakers, including special requests (green room, meals, etc.).
• Create internal and external agendas for AV and staff coordination.

Logistics & Collaboration

• Collaborate with Event Director on hotel and venue contracts.
• Host and prepare materials for advisory board meetings.
• Coordinate AV needs with Event Manager before and during conferences.
• Support the design and editing of mobile app content and printed programs.
• Work closely with internal stakeholders for awards and special luncheon content.

Onsite Event Execution

• Attend all AEE conferences (EAST, WEST, WORLD).
• Oversee speaker check-in, meet-and-greet events, and photo opportunities.
• Act as the primary point of contact for all speaker needs on-site.

AEE World-Specific Responsibilities

• Book and manage opening session features (color guard, band, etc.).
• Coordinate special guests and Legends in Energy appearances.
• Manage poster sessions and awards banquet entertainment.

International & Virtual Events

• Coordinate regional advisory board calls and speaker confirmations.
• Set up and manage content and AV logistics for virtual platforms.
• Train speakers and staff on virtual event procedures.

Qualifications

1-3 years of experience in speaker coordination, event planning, or program management.

Strong project management and organizational skills.

Excellent communication skills (written and verbal).

High proficiency in Excel, event platforms, and CRM or registration systems.

Experience managing logistics and on-site execution of conferences.

Ability to travel (including international).

Physical Demands

This position is primarily office-based. The physical demands outlined below represent those required to successfully perform the essential duties of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• In-person Work Environment: This position requires on-site work in the AEE office with flexibility to work remote based on approval from the supervisor.
• Extended Work Hours: Due to the nature of the role, working more than 35 hours per week may be necessary to meet job responsibilities. Flexibility for occasional evening and weekend work may be required, particularly during events.
• Physical Demands: The role may involve occasional lifting of up to 30 lbs. Other physical tasks may be required based on the needs of the position.

The above statements are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all duties, responsibilities, or physical demands associated with the role. Additional tasks may be assigned as needed, with reasonable accommodations available for individuals with disabilities to perform essential functions.

Travel Requirements

Travel up to 10% of the time may be required for this role. Modes of transportation include air, car and rail.

Equal Employment Opportunity Policy

AEE provides equal opportunity in all of our employment practices to all qualified employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, marital status, military status, or any other category protected by federal, state and local laws. This policy applies to all aspects of the employment relationship, including but not limited to recruitment, hiring, compensation, promotion, transfer, disciplinary action, layoff, return from layoff, training, and social and recreational programs. All such employment decisions will be made without unlawfully discriminating on any prohibited basis.

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