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Event / Conference Coordinator - Speakers Bureau

Corporate Communications | New York, NY | Contract

Job Description


Sesame Workshop is looking for a Project Coordinator/Administrator –  Speakers Bureau.  The Project Coordinator/Administrator is a highly organized and detail-oriented individual.  The ideal candidate is a self-starter who takes initiative, prioritizes well and is able to multi-task. The candidate will have experience and/or knowledge of the non-profit sector and/or children’s education and media. S/he is relationship-focused as well as process-oriented, possesses sensitivity in working well internally as well as handling audience facing opportunities.

Please note: This is a short term contract position with a term date of January 4 through June 1,  2018 with possibility of renewal.

The Coordinator will primarily support the VP, Public Affairs & Corporate Events in an administrative capacity while offering supplementary support to various Events team members to support event logistics.


Support fielding Speaker Bureau requests and proactively securing additional opportunities to elevate Sesame Workshop initiatives, content and business models with support, such as:

  • Perform a high volume of outreach and research for potential opportunities;
  • Develop and implement targeted plans and charts to follow speaker bureau activity;
  • Prioritize and manage multiple speaker opportunities simultaneously;
  • Partner with event planners to provide support to programming needs, ensure fit, and traffic service contracts;
  • Speak—with clarity, purpose, and passion—about our organization’s mission and roster of visionary speakers;
  • Represent speakers and company mission to a variety of potential hosts, including colleges, universities; corporations, conferences and nonprofits in the United States, and internationally;
  • Stewardship of planned engagements, including coordination of logistics and facilitation of communication between VP, Public Affairs/Events, speaker and event hosts;
  • Liaise with Communications & Events Directors who manage speaker communications and all event logistics;
  • Work with the VP Public Affairs/Events to develop strategy to facilitate the short-term and long-term growth of the speaker bureau;
  • Maintain a current database of conferences, workshops, event hosts and organizational partners;
  • Arrange pre-program calls with VP Public Affairs/Events, representative and speaker to review platform and presentation expectations;
  • Coordinate AV, travel arrangements, prepare travel packets, briefings, and meeting agendas as directed for speakers, talent and presenters;
  • Provide event status reports regularly to the VP Public Affairs/Events;
  • Administrative support such as answering phones, handling correspondence;
  • Manage file inventory, assist with printing and filing important emails, documents, presentations etc.;
  • Provide daily administrative services (manage calendars, schedule meetings, manage travel logistics, prepare expense reports, order lunch/food etc.) as requested
  • Assure that all information is proofread and verified before circulation
  • Provide department-wide support, including picking up mail, ordering and unpacking supplies, managing and organizing the server, preparing and setting up for meetings, and other support as requested
  • Assist with shipments and scheduling messenger deliveries as needed for engagements;
  • Create expense reports, coordinate speaker/event binders and briefing documents;
  • Research venues, hotels, restaurants and travel options as needed;
  • Provide additional administrative and onsite support for corporate & special events whenever possible. Assist events staff in managing timelines, workflows, reporting, coordinating meetings;
  • Manage, maintain and update all project resources and informational assets (i.e. budgets, briefings, brochures, contact sheets, contracts, expense reports, factsheets, invoices, presentations, proposals, strategy docs, etc.) and track all related documents through approval processes ensuring timely delivery


  • Bachelor's Degree with experience/interest in international issues, non-profit education and media is a plus
  • Ability to juggle multiple tasks and manage competing priorities
  • Highly honed people skills: thoughtful and concise, respectful and discrete
  • Superior process management skills: exceptional time management and follow-through; experience with deadline-driven projects in a fast-paced environment;  attention to detail
  • Strong writing skills
  • Available to work occasional off hours or late days pending event needs
  • Excellent computer skills, including MS Office (including Excel and PowerPoint), internet navigation and ideally Adobe Creative Suite
  • Belief in Sesame Workshop’s mission
  • Resourceful and solution oriented; Desire to learn


Department Overview: Public Affairs & Corporate Events is a division of the Social Impact and Philanthropy department that is responsible for growing Sesame Workshop’s brand visibility and global presence by supporting live character appearances, shows and community engagement opportunities. The team collaborates with a variety of domestic and international partners, stakeholders, and service providers to support a vast range of goals across the company’s mission in support of essentially every division. The PA/Events team is continually coordinating regularly scheduled calendar events and speaking engagements, while also planning for new initiatives and event requests.