Keynote/Special Projects Coordinator

FutureThink - New York, NY

30 days agoFull-time


Keynote/Special Projects Coordinator


We're looking for an exceptionally organized, detail-oriented people person with 5-8 years’ experience who thrives in an entrepreneurial culture. You will handle end-to-end coordination, booking, and logistics for Keynote addresses/events conducted by our CEO and by our Lead Futurist. In this role, you will be the key point of contact with speaking bureaus to secure bookings, interacting with key contacts and internal partners to ensure seamless and flawless execution of all engagement details. You have keen attention to detail, are able to juggle many tasks, and always have an eye as to how to improve what we do and how we do it.

We're a small team, so you need to bring your self-starter, get-it-done attitude. For the right person this role will allow you to make a meaningful contribution in a growing organization and bring immediate impact. You'll also get involved in other projects to support our fast-growing business; helping develop sales presentations, surveys, and other key projects to drive our growth.

This position reports to the Chief Operating Officer.


futurethink ( is redefining how companies simplify and innovate, offering award-winning tools and training programs that transform cultures and help organizations embrace change. We empower leaders and their teams with the innovation skills and knowledge necessary to accelerate change, drive growth, and solve the big problems better. Working at futurethink is a front-row seat to the most exciting developments in learning + development, futuring and innovation.


  • Coordinate with sales and handle incoming inquiries from speaking bureaus for keynote addresses
  • Coordinate and communicate with speaking bureaus to book and confirm dates for FutureThink keynote addresses
  • Manage all keynote logistics and speaker travel
  • Ensure all invoicing and billing is recorded and completed accurately
  • Enter all information into and Concur
  • Prepare pre-session briefing materials for client and speaker
  • Manage inventory of all marketing, training, and office materials.
  • Develop and analyze client survey data
  • Support proposal and presentation development
  • Additional workshop coordination/management tasks and other projects to support FutureThink sales and client relations team, as assigned


  • Driven, Self-starter. Takes initiative and dives into new projects with enthusiasm and a “can-do” attitude. Driven, proactive and self-motivated towards goal achievement.
  • Extreme Attention to Detail. Ability to deliver exemplary work and support multiple projects and deadlines flawlessly.
  • Interpersonal skills. Excellent, intuitive communicator who is mature and professional. Collaborative and team player with good judgment.
  • Innovator and Learner. Ability to analyze issues and solve problems quickly and creatively.
  • Team Player. Collaborates with others and works towards a common goal.


  • Experience coordinating events and/or workshops

· PR/Ad Agency/Speaker Bureau experience a plus

  • Familiarity with and Concur
  • Bachelor’s degree
  • Minimum 5-8 years’ experience


Learn about innovation and leadership training: Work in an entrepreneurial business, attend innovation training and keynote speeches in the NYC area and beyond, interact with clients, manage global client relationships, gain experience using Salesforce and Concur, gain insight into presenting proposals for clients, and participate in creative brainstorms to drive business. As a member of a small team, significant opportunity to learn directly from senior leaders in the training and innovation fields.

Must currently live in the Greater New York area. Relocation is not offered.

Job Type: Full-time

Salary: $55,000.00 to $60,000.00 /year


  • Project Coordination: 1 year (Preferred)
  • Salesforce CRM: 1 year (Preferred)


  • Bachelor's (Preferred)