Speaker Travel Specialist in Wakefield

Hours: 37.5 hours per week, with flexible working hours between 8:00 a.m. and 6:00 p.m.

About the Role

Are you highly organised, detail-focused and passionate about delivering an exceptional customer experience?

C2 Events is looking for a Speaker Travel Specialist to provide a high-touch, personalised travel and logistics experience for speakers, faculty members, advisory board attendees and healthcare professionals attending client meetings and events.

In this role, you’ll be the primary point of contact for your assigned attendees, supporting them throughout their event journey. From coordinating flights, accommodation and ground transportation to managing last-minute changes and keeping attendees informed, you’ll make sure every detail comes together seamlessly.

This is a great opportunity for someone who thrives on building relationships, solving problems and creating a smooth experience behind the scenes, even when plans change.

What You’ll Do

Deliver an Exceptional Attendee Experience

• Serve as the dedicated point of contact for assigned speakers, faculty members and other key attendees.
• Build trusted relationships and provide a responsive, personalised service from invitation through event completion.
• Gather travel preferences, accessibility requirements and other approved attendee needs.
• Provide clear and timely updates about travel, accommodation, transfers and event arrangements.
• Respond to questions and proactively resolve issues while taking ownership of the attendee experience.

Coordinate Travel & Logistics

• Coordinate domestic and international flights, rail travel, accommodation and ground transportation.
• Partner with travel management companies and suppliers to identify appropriate, cost‑effective travel options.
• Review itineraries for accuracy and ensure arrangements align with attendee preferences, client policies, budgets and compliance requirements.
• Manage travel approvals, changes, cancellations and rebookings.
• Monitor travel plans and proactively respond to delays, disruptions or other changes.
• Support visa, travel documentation and destination requirements in partnership with specialist suppliers when needed.
• Coordinate transfers and arrival/departure plans with event schedules.

Keep Everyone Connected

• Prepare and distribute invitations, confirmations, joining instructions, reminders and other attendee communications.
• Personalise communications while maintaining consistency with client‑approved messaging.
• Monitor attendee enquiries and shared inboxes and respond within agreed service levels.
• Partner with project teams to ensure attendees always have accurate, up‑to‑date information.
• Maintain communication and travel trackers and provide regular status updates.

Partner with Clients & Project Teams

• Develop a strong understanding of client travel policies, processes and compliance requirements.
• Build collaborative relationships with clients, project teams, suppliers and travel partners.
• Provide updates on attendee status, travel activity, potential risks and outstanding actions.
• Identify issues early and recommend practical solutions.
• Partner across project, registration, delegate management, production and account teams to deliver successful events.
• Keep accurate records of attendee information, bookings, approvals, costs and communications.
• Handle personal and sensitive information securely and in accordance with data‑protection requirements.
• Review booking confirmations, supplier invoices and travel costs for accuracy.
• Identify potential cancellation fees or unexpected costs and raise them promptly.
• Support post‑event reconciliation, reporting and transfer‑of‑value (TOV) data requirements.

What We’re Looking For

You’ll be a strong fit for this role if you bring:

• Experience supporting speakers, delegates, VIPs, clients or other high‑touch customers.
• Experience coordinating domestic and/or international travel.
• Excellent customer service and relationship‑building skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and a commitment to accuracy.
• Strong organisation and the ability to manage multiple attendees, events and deadlines.
• Confidence handling changing plans, complex requests and last‑minute challenges.
• A calm, proactive and solutions‑focused approach.
• The ability to handle confidential or sensitive information appropriately.
• Comfort working collaboratively across multiple teams and with external suppliers.
• Flexibility to support occasional onsite event delivery and urgent travel needs when required.

Even Better If You Have

• Experience working with travel management companies.
• Experience using registration, travel or event‑management platforms.
• Experience supporting pharmaceutical or healthcare events.
• Familiarity with healthcare professional or faculty engagement requirements and TOV reporting.

What Will Help You Succeed

You’re someone who takes ownership and follows through. You anticipate what attendees may need before they ask, communicate clearly and keep track of the details that make a complex event feel effortless.

You’re also comfortable when plans change. Whether it’s a delayed flight, a last‑minute itinerary adjustment or a new attendee requirement, you stay calm, find a solution and keep the right people informed.

Most importantly, you understand that great event experiences start long before an attendee arrives onsite. You’ll bring a personal, professional and thoughtful approach to every interaction while balancing attendee needs with client expectations, budget and compliance requirements.

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