Guest Outreach Coordinator/Specialist

About the job

Company Description

Recfront is a global talent advisory firm that collaborates with investors and growth-stage organizations during critical moments of leadership and operational needs. Specializing in leadership and pivotal role searches, Recfront emphasizes building teams that deliver results under pressure. The firm excels at the intersection of strategy and technology, helping clients design AI-led and tech-driven teams aligned with business goals.

With offices in Canada, UAE, India, and the US, Recfront provides structured assessment and global delivery solutions to resolve complex talent challenges.

About the Client

The world's largest media, research, and events powerhouse dedicated to Artificial Intelligence. Through our portfolio of leading brands, we shape the global AI narrative with compelling content, flagship conferences, market-leading research, and powerful community platforms.

Location: Bellandur, Bangalore (On-site)

About the Role:

We are looking for a dynamic and highly connected Guest Outreach Coordinator to drive guest relations and speaker coordination across flagship media properties, conferences, summits, and editorial initiatives.

The ideal candidate should have strong communication skills, experience engaging with senior stakeholders, and the ability to identify, approach, and manage high-profile guests including industry leaders, policymakers, founders, creators, diplomats, and subject matter experts.

This role is ideal for someone with experience in media, journalism, broadcast production, editorial research, events, or public affairs who thrives in a fast-paced, relationship-driven environment.

Key Responsibilities:

Identify, research, and onboard relevant speakers, panelists, and guests for shows, podcasts, interviews, conferences, and branded events.

Build and maintain relationships with industry leaders, corporate executives, startup founders, influencers, policymakers, diplomats, and domain experts.

Coordinate end-to-end guest communication including outreach, confirmations, scheduling, briefing notes, logistics, and follow-ups.

Work closely with editorial, production, content, and sales teams to curate impactful speaker lineups aligned with event themes and audience interests.

Conduct background research and prepare guest profiles, talking points, and briefing documents.

Manage guest databases and maintain strong long-term professional relationships for future collaborations.

Support special editorial projects, campaigns, and flagship events.

Coordinate with PR agencies, corporate communications teams, and external stakeholders for guest participation and partnerships.

Ensure seamless guest experience before, during, and after events/shows.

Preferred Candidate Profile:

2–5 years of experience in guest relations, editorial coordination, media production, public affairs, events, journalism, or speaker outreach.

Prior experience working with media houses, news channels, digital media platforms, event companies, or broadcast networks is highly preferred.

Strong understanding of current affairs, business, startups, technology, policy, entertainment, or global affairs.

Excellent verbal and written communication skills.

Strong networking and relationship management abilities.

Ability to work under tight timelines in a high-energy environment.

Experience coordinating with senior leadership, public figures, or high-profile guests is a plus.

Highly organized with strong attention to detail and multitasking skills.

What We Offer:

Opportunity to work on high-impact media properties and marquee events.

Exposure to influential industry leaders, creators, and decision-makers.

Fast-paced and collaborative work culture.

Significant ownership and growth opportunities within the organization.