Audio Conferencing Operator

Position Overview

We are seeking highly detail-oriented and client-focused Audio-Conferencing Operators to support Annual General Meetings (AGMs), Virtual Shareholder Meetings (VSMs), and other high-profile financial events. This role combines ingest coordination and live meeting moderation, requiring precision, composure under pressure, and exceptional communication skills.

Operators will serve as the first point of contact for participants dialing into events and will play a critical role in ensuring seamless meeting execution—from participant onboarding through live moderation and Q&A management.

Key Responsibilities

1. Ingest & Participant Coordination

• Manage inbound calls from attendees, executives, board members, and stakeholders
• Accurately identify and verify participants, including correct name pronunciation and titles
• Route participants to the correct meeting, bridge, or breakout room
• Provide clear, professional instructions to ensure smooth entry into events
• Maintain real-time awareness of participant flow and meeting readiness
• Troubleshoot connection issues (dial-in, audio clarity, routing errors) quickly and effectively
• Ensure accuracy and speed when handling participant movements

2. Pre-Event Preparation & Post-Event Wrap

• Review run-of-show documents and client scripts ahead of events
• Conduct pre-call checks with speakers and stakeholders
• Confirm participant lists and special handling requirements
• Support post-event reporting, including incident notes and feedback

3. Live Meeting Moderation

• Lead meetings with scripted introductions in a confident and professional manner
• Act as the primary liaison between speakers, presenters, and production teams
• Manage speaker queues and ensure smooth transitions during live events
• Handle all Q&A workflows:
  • Screen and organize incoming questions
  • Prioritize and route questions appropriately per client list
• Take meetings live and manage timing cues with precision

4. Real-Time Event Execution

• Operate in high-pressure, high-volume environments with multiple concurrent events
• Monitor live call quality and escalate issues when needed
• Maintain strict adherence to run-of-show (ROS) and event timelines
• Execute contingency plans when technical or participant issues arise

5. Client & Stakeholder Interaction

• Deliver white-glove service to C-suite executives, investors, and institutional clients
• Communicate clearly and professionally across all participant levels
• Build confidence with clients through composure, accuracy, and responsiveness
• Coordinate closely with internal delivery, production, and technical teams

6. Compliance, Accuracy & Documentation

• Ensure all participant data (names, titles, affiliations) is accurate and properly formatted
• Follow compliance protocols for financial and shareholder communications
• Always maintain confidentiality and data security standards
• Document key event notes, issues, and resolutions for post-event reporting

Required Skills & Qualifications

• Proven experience in audio conferencing, webcast moderation, or live event operations
• Strong understanding of AGMs, earnings calls, or financial event workflows (preferred)
• Exceptional verbal communication skills with clear, professional delivery
• Ability to manage high call volumes with speed and accuracy
• Strong attention to detail, especially with names, titles, and participant routing
• Experience interacting with executive-level stakeholders
• Ability to remain calm and composed under pressure
• Strong multitasking and prioritization skills

Technical Experience (Preferred)

• Audio conferencing platforms (e.g., TurboBridge, Webex, Zoom, Teams)
• Q&A moderation tools and workflows
• Familiarity with dial-in systems, bridges, and participant routing
• Basic troubleshooting of audio and connectivity issues

Key Competencies

• Accuracy & Attention to Detail
• Communication & Professional Presence
• Speed & Execution Under Pressure
• Customer Focus / White-Glove Service
• Adaptability in Live Environments  #LI-OE