Assistant Conference Producer

Assistant Conference Producer

Role Overview

We are looking for a proactive and commercially minded Conference Producer to help lead the research, development, and delivery of high-quality conferences. The ideal candidate will be responsible for assisting in creating compelling agendas, securing senior-level speakers and attendees, and ensuring each event delivers strong value for delegates, sponsors, partners, and stakeholders.

This role requires excellent research, communication, project management, and stakeholder engagement skills, with the ability to manage multiple projects and deadlines in a fast-paced environment. The successful candidate will be confident engaging with C-level executives and senior industry leaders across international markets.

Key Responsibilities

Research & Programm Development:

• Help research industry trends, market developments, and audience needs
• Help develop commercially viable conference agendas and event concepts
• Identify key discussion topics and emerging market opportunities
• Conduct competitor analysis and market mapping of industries into buyer and seller chains
• Research and build databases of target individuals suitable for speaking at events or attending advisory board meetings

Identify targets according to:

o Seniority level (e.g. CIO, CTO, CSO)

o Geographic focus

o Major companies within target markets

o Client recommendations

Speaker Acquisition & Management

• Identify, approach, and secure senior-level approved speakers and industry experts
• Invite, follow up, and confirm approved speakers via LinkedIn, email, and phone
• Achieve agreed monthly speaker confirmation targets across assigned events
• Build and maintain strong relationships with speakers, sponsors, clients, and industry stakeholders
• Manage and maintain accurate speaker invitation trackers at all times
• Keep live event agendas updated with confirmed speakers and allocated sessions
• Collect professional bios and high-resolution speaker photos immediately upon confirmation
• Ensure event websites are continuously updated with speaker profiles and agenda changes

Act as the main point of contact for all speaker communications regarding:

o Event participation

o Session content

o Travel and accommodation arrangements

o Event logistics and queries

Assist with speaker travel budget allocation where required

• Collect and organize speaker documentation needed for local event licensing procedures
• Send detailed speaker briefing documents covering both content and logistics
• Ensure speakers are fully briefed and event-ready at least two weeks before the event
• Organize and attend Meet the Panel briefing sessions for moderators and panelists via Zoom or Microsoft Teams
• Ensure moderators distribute final discussion workflows ahead of sessions

Advisory Board Management

• Invite and secure approved advisory board participants through LinkedIn, email, and phone outreach
• Secure targeted attendance numbers for advisory board meetings conducted via Zoom or Microsoft Teams

Coordinate meeting logistics including:

o Sending Teams/Zoom invitations

o Distributing agendas in advance

o Managing confirmations and reminders

Attend and record advisory board meetings where applicable

Maintain accurate attendee records including:

o Names

o Job titles

o Company details

o Contact information

Export and manage attendee data from meeting platforms where required

Collect attendee bios and high-resolution photos and ensure prompt website updates

Event Project Management

• Manage event timelines, production schedules, and key deliverables
• Coordinate closely with sales, marketing, sponsorship, and operations teams
• Ensure all programm content and speaker deliverables are completed on time
• Maintain high standards of organization and communication throughout the production cycle
• Support onsite event delivery and attend events where required
• Assist the Content Director with ad hoc research, production tasks, and event support

Marketing & Website Coordination

• Work closely with the marketing team to support event promotion and audience engagement campaigns
• Prepare marketing brief for each event including event background, elevator pitch, target audiences, why they should attend, marketing taglines and agenda topics and features
• Ensure conference websites are consistently updated with the latest agendas, confirmed speakers, attendee information, and event announcements
• Upload and maintain accurate speaker bios, photos, session details, and advisory board information across event platforms
• Assist with the development and review of marketing copy including agenda descriptions, speaker highlights, email campaigns, and social media content
• Ensure all website content is accurate, professional, and aligned with brand standards and event timelines
• Support marketing initiatives by identifying compelling content and speaker announcements to help drive delegate registrations and engagement

Commercial Support

• Work closely with sponsorship and delegate sales teams to support event revenue goals
• Prepare sponsorship brief for each event detailing buyer seller categories with examples, why they should invest, specific leads generated through online and primary research, competitive event listings etc.
• Pass on weekly developments, agenda updates and new potential leads to sales team
• Help develop commercially attractive conference topics and speaker line-ups
• Support the creation of sponsorship opportunities aligned with program content
• Contribute to audience growth by inviting VIP delegates and speaker connections and overall event profitability

Required Skills & Competencies

• Strong research and analytical skills
• Excellent written and verbal communication
• Strong stakeholder and relationship management abilities
• Confidence engaging with senior executives and C-level decision-makers
• Ability to manage multiple projects and deadlines simultaneously
• Excellent organizational and time management skills
• Commercial awareness and understanding of B2B conference models
• High attention to detail and accuracy
• Proactive, adaptable, and solutions-oriented mindset
• Strong networking, negotiation, and follow-up skills

Preferred Experience

• Previous experience in conference production, events, media, or B2B conferences
• Experience engaging with senior executives and international stakeholders
• Familiarity with CRM systems, LinkedIn outreach, Zoom, and Microsoft Teams
• Experience working on international conferences or exhibitions is an advantage

Education

• Bachelor's degree in Business, Communications, Marketing, Journalism, Events, or related field