Associate Director, Event Production & Speaker Relations

About the Milken Institute

The Milken Institute is a globally minded, publicly supported, non-partisan, and nonprofit think tank headquartered in Santa Monica, with offices in Washington, DC, New York, London, Abu Dhabi, and Singapore. For the past three decades, the Milken Institute has served as a catalyst for practical, scalable solutions to global challenges by connecting human, financial, and educational resources to those who need them. Guided by a conviction that the best ideas, under-resourced, cannot succeed, we conduct research and analysis and convene top experts, innovators, and influencers from different backgrounds and competing viewpoints. We leverage this expertise and insight to construct programs and policy initiatives. These activities are designed to help people build meaningful lives, in which they can experience health and well-being, pursue effective education and gainful employment, and access the resources required to create ever-expanding opportunities for themselves and their broader communities.

The Milken Institute's events and programmatic activities, involve the exchange of ideas with leaders from around the world. The Institute hosts more than 200 events each year, with our annual flagship event, Global Conference, bringing together 4,500+ participants from around the world, featuring more than 900+ speakers throughout 200+ sessions over the course of the event.

About the Position

The Associate Director, Event Production & Speaker Relations, is responsible for leading the Speaker Relations team and managing the end-to-end speaker engagement process for major events, including summits, dialogues, symposiums, and the Global Conference. This role requires a seasoned professional with 5-8 years of relevant experience, particularly in event production, speaker management, AV coordination, and team leadership. This role will also work directly with the event producers and onsite production team overseeing show management. The ideal candidate will have a keen eye for detail, exceptional communication skills, and the ability to manage multiple projects simultaneously.

Responsibilities Team Management: Oversee the Speaker Relations team in New York and Santa Monica. Act as the primary representative of the team at internal and external meetings, including weekly inter-departmental meetings and external calls with potential speakers. Collaborate with fellow Directors and senior team leaders on department needs, synergies, and best practices, focusing on enhancing the speaker experience and implementing production policies across the organization. Support the team's role on-site at all major events, empowering them to take greater ownership of the SR & Production functions. Speaker Registration Lifecycle: Develop a cohesive and methodical registration experience for speakers, moderators, and guests through platforms like Cvent and email marketing tailored to each event's unique requirements. Partner with MI leads and Relationship Managers (RMs) to ensure timely and accurate communication with speakers. Manage the execution of speaker release forms, escalating issues to the General Counsel as necessary. Enforce speaker management policies, including speaker web presence, guest passes, hotel reservations, and on-site requirements. Oversee budget approvals and tracking for speaker travel and miscellaneous costs, ensuring consistency and fairness. Report on speaker diversity and other relevant metrics. On-Site Execution at Events: Provide VIP concierge services, including meeting coordination, private escorts, and handling security needs. Oversee the Speaker Ready Room, including layout planning, staff training, and real-time issue management. Execute Show Flow documents in coordination with the Grid team, AV partners, and event staff, ensuring a seamless experience for all stakeholders. Audio Visual Coordination: Work closely with production teams to evaluate AV proposals, ensuring alignment with event goals and budget. Oversee the technical performance of AV teams onsite, including stage setup, lighting, sound, and video elements. Ensure technical rehearsals run smoothly. Stage Management: Act as the primary point of contact for stage management, coordinating with speakers and moderators to ensure they are well-prepared and briefed. Manage backstage logistics, including speaker arrivals, transitions, and stage entrances. Show Calling: Advise and support the AV team in show calling, ensuring all technical aspects of the event are executed flawlessly. Develop contingency plans for technical issues and maintain a calm, authoritative presence to manage live event dynamics. Qualifications Bachelor's degree in Communications, Event Management, Marketing, or a related field. 5-8 years of experience in event production, speaker management, or a related field, with a strong background in audio-visual coordination. Strong leadership skills with experience managing and developing teams. Excellent communication and interpersonal skills, with the ability to interact effectively with senior executives and VIPs. Proficient in event management software (e.g., Cvent, Salesforce) and Microsoft Office Suite. Ability to work under pressure, manage multiple projects, and meet tight deadlines. Strong organizational skills and attention to detail. Working Conditions & Travel Requirements

This position will work in a professional office environment. This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. International along with domestic travel is possible. Additionally, this position requires interacting virtually on a regular basis with Milken Institute staff based in other locations in the United States and around the world.

Note

We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.

This position will work a hybrid schedule consisting of three (3) days per week reporting in-person to your respective office location (Tuesday – Thursday), with the remaining two (2) days working remotely. Please understand, this schedule is subject to change in the Institute's sole discretion.

The statements herein are intended to describe the overall nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Please submit resume and cover letter illustrating how your experience and skills will contribute to the department and any unique qualities you bring to the position. If applying via Indeed, please upload your resume and any supporting documentation as one attachment. Any application that does not include both a resume and cover letter will be rejected. If you are unable to complete this application due to a disability, contact our Human Resources department to ask for an accommodation or an alternative application process.

Our Culture

The Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability or status as a veteran.

Every person at the Milken Institute is treated with respect, supported with resources and training, and exposed to a broad range of experiences. We foster a space for growth with opportunities to share knowledge and passion with both clients and colleagues. We are committed to building a diverse workforce and creating an inclusive environment where everyone can thrive. Our leadership is actively involved in our commitment to diversity and inclusion, and fostering a culture that creates opportunities for everyone.

Benefits Health Care Plan (Medical, Dental & Vision) Retirement Plan - 403b (5%) Life Insurance (Basic, Voluntary & AD&D) Paid Time Off (Vacation, Sick & Public Holidays) Family Leave (Maternity & Paternity) Short-Term & Long-Term Disability Flexible Spending Account (FSAs) Training & Development: LinkedIn Learning – over 15,000 self-guided classes offered Mentor Program Wellness Resources: Employee Assistance Program CALM app membership