PPAI - Promotional Products Association International · 21 hours ago
Manager, Speaker & External Programs
Irving, TX
Full-time
Hybrid
Mid Level
4+ years expPromotional Products Association International (PPAI) serves as the voice and standard-bearer for the promotional products industry. The Manager, Speaker & External Programs is responsible for the successful execution of all speaker-related logistics across PPAI’s in-person events, managing the full lifecycle of speaker coordination to ensure seamless event execution.
AdvertisingMarketingNon Profit
Hiring Manager
Laura Rodriguez
Responsibilities
Manage the end-to-end logistics for keynote speakers, panelists, and guest presenters, from contracting to onsite coordination
Schedule, host, and document prep calls to ensure speakers meet timing, AV, and format expectations
Coordinate speaker arrival times, deliverables, and run-of-show documents for seamless event execution
Serve as the primary point of contact for speaker-related logistics before and during events
Collaborate with AV, operations, and staging teams to manage flow of sessions and transitions
Assist with onsite stage management duties including backstage direction, timing cues, and speaker readiness
Implement externally developed or sponsored content sessions, ensuring they meet PPAI’s quality and branding guidelines
Track session materials, approvals, and communications related to third-party contributors
Provide support and guidance to partner organizations submitting content for inclusion in events or digital programs
Qualification
Required
4+ years of experience in event production, speaker coordination, or program logistics for conferences or large-scale events
Proven ability to manage multiple speaker timelines, prep calls, and run-of-show details across concurrent sessions or formats
High attention to detail with strong organizational and time management skills
Experience coordinating with AV teams, staging crews, or backstage operations for live events
Excellent communication skills with the ability to confidently guide speakers and external partners
Comfort working in fast-paced, deadline-driven environments with many moving parts
Proficiency in Microsoft Office and collaboration tools such as Outlook, SharePoint, or project/task management software (e.g., Trello, Asana, Monday.com)
Preferred
Experience in stage management, theatrical production, or backstage coordination is highly valued
Familiarity with speaker bureaus, contract management, or talent booking
Previous work with sponsor-driven or externally sourced content in an event or association setting
Knowledge of PPAI's mission and/or the promotional products industry is a plus but not required
Company
PPAI - Promotional Products Association International
Our mission is to empower and support professionals in the promotional products industry as they pursue personal and business growth.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Dale Denham
President & CEO
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