Conference & Speaking Circuit
Own the full speaking pipeline for CEO, from inquiry (inbound and outbound) through logistics through post-event follow-up
Build and maintain relationships with conference organizers directly, with the goal of getting CEO into rooms he's not already in
Own the annual re-engagement cadence with past conference contacts and organizers to help secure speaking slots year over year
Handle all speaker-specific logistics: fee and hotel/flight allowance negotiation, bio, headshot, W9, vendor forms, ground transport, expense and reimbursement tracking, deadline tracking with organizers (session title, description, key takeaways), day-of tech checks
Own a shared presentation tracker with CEO
** Travel Management**
Price, book, and monitor all travel tied to speaking engagements and business travel, including visa coordination when necessary
Build custom itineraries around CEO's preferences for airport timing, routing, and hotel standards
When CEO travels, proactively identify clients and prospects nearby worth a visit, and help make that time count
** Business Development & Client Relationships**
Manage BD leads that come through CEO directly, from first contact through handoff, owning timing and booking with urgency
Sit in on sales calls when relevant, ask questions, and turn what you learn into next steps and follow-through
Review call transcripts and project context to synthesize what's happening on key accounts, and flag where Founder can add value
** Calendar, Scheduling & Meeting Coordination**
Own CEO's calendar, understanding not just what's on it but why
Produce a weekly brief with an annotated itinerary: times, locations, attendees, and context for each meeting
Catch and resolve scheduling conflicts before they become problems
Brief CEO ahead of meetings with the context needed to walk in prepared
** Key Relationship & Recognition Management**
Manage VIP contacts and logistics tied to our CEO's most important external relationships
Coordinate dinners, reservations, and relationship-building touchpoints
Own an ongoing cadence for ad hoc goodwill and team recognition moments (thank yous, gifts, milestone recognition) as they come up, and build this into an increasingly AI-supported system over time
** Board & Nonprofit Support**
Support board logistics, including meeting coordination, materials, and event support
** AI Systems & Tools**
Use and maintain existing AI-powered systems that support this role (meeting prep, calendar review, BD intake, thought leadership tracking)
Grow into someone who doesn't just maintain these systems, but proposes and builds new ones as you learn what's needed
** Daily & Personal Support**
Handle day-to-day logistics (meals, errands, home needs)
Maintain inbox access for utility purposes (confirmations, login lookups, logistics), with no expectation of full inbox management
Manage monthly credit card transaction tagging and categorization
You have experience in the conference and speaking circuit, with real relationships with organizers, not just familiarity with how events run
You are able to negotiate speaker fees and logistics without hand-holding
You are a high-agency operator who converts a one-liner into a fully executed outcome without waiting to be told what's needed
You have strong emotional intelligence and can read a room and adapt quickly
You have excellent written communication and can draft across audiences, from CMOs and board members to vendors, without needing heavy editing
You have managed sensitive personal, financial, or business matters in a prior role and understand what stays internal without being told
You are organized under ambiguity and can track multiple concurrent workstreams, deadlines, and relationships without a system handed to you
You feel energized by the idea of your role changing day to day depending on what's most important, not just what's on a fixed task list
You are comfortable using AI tools day to day, and open to growing into someone who builds your own workflows over time
Bonus
You have experience supporting a founder, CEO, or other high-visibility executive directly
You have a network in the conference or speaking circuit that you bring with you
You have built or maintained your own AI-supported workflows or systems in a prior role
First 30 Days — Learn
Shadow the full conference and speaking pipeline, from inbound inquiry through post-event follow-up
Learn CEO's calendar, preferences, and communication style
Get access to and understand the existing AI systems supporting this role (calendar review, BD intake, thought leadership tracking)
** 60 Days — Build**
Independently own the weekly brief and calendar coordination
Take ownership of at least one full speaking engagement end to end
Begin building the goodwill and recognition cadence into a repeatable system
** 90 Days — Lead**
Operate independently across the speaking pipeline, travel, and key relationship management without oversight
Propose your first improvement or automation to an existing AI-supported workflow
Be a trusted presence on BD leads that come through CEO, with clear judgment on when to escalate and when to run with it
You prefer a role with a fixed, predictable task list and a clearly defined scope
You're looking for a purely logistics or admin-focused position without relationship-building or BD components
You need structure handed to you rather than building it yourself
You're not comfortable with high ambiguity or a job that looks different day to day