Conference Operations Coordinator

Conference Operations Coordinator

Reports To: Head of Conferences
Location: Malta
Employment Type: Full Time

About SiGMA

Founded in 2014 and headquartered in Malta, SiGMA Group employs over 400 professionals across six global offices, including Malta, Cyprus, Serbia, São Paulo, Manila and Armenia. SiGMA is a global leader in gaming, emerging tech, affiliate marketing, events, and media, best known for its flagship international summits and industry-leading platforms. The company’s culture champions inclusivity, sustainability, collaboration, and philanthropic impact through its SiGMA Foundation initiative.

Role Purpose

The Conference Coordinator will support the day-to-day administrative, operational, and coordination functions of the conference department across SiGMA's global events portfolio.

This is a junior-level role designed for someone who is highly organised, detail-oriented, and eager to develop within the conference and events industry. The position will play an important support function within the team, helping maintain structure, accuracy, timelines, and internal workflows across multiple international events.

The role will involve significant backend coordination and administrative support across speaker management, agenda updates, website content management, materials collection, internal tracking systems, and cross-department communication. Full training will be provided internally.

Key Responsibilities

Conference Administration & Coordination

• Support the conference team with day-to-day administrative and organisational tasks across multiple global events.
• Maintain accurate internal trackers, spreadsheets, speaker databases, folders, and conference documentation.
• Assist with scheduling meetings, speaker calls, and internal coordination sessions.
• Support agenda management and ensure conference information remains updated and organised across internal systems.
• Coordinate the collection and organisation of speaker materials including biographies, photos, presentations, and supporting assets.

Website Content & Conference Information Management

• Upload, update, and maintain speaker profiles, biographies, session details, and agenda information on the company website and Event management system (EMS).
• Manage and maintain the conference speaker database, ensuring all information is accurate, complete, and up to date.
• Publish and update conference-related content, including event schedules, speakers' pages, bios, descriptions, and general event information.
• Perform regular quality checks to ensure website content is accurate, consistent, and aligned with approved conference information.
• Coordinate with Conference Producers, Marketing, Design, and the Web team to ensure timely implementation of website updates and content changes.

Speaker & Backend Support

• Assist with speaker onboarding and communication processes.
• Support speaker logistics coordination, including confirmations, document collection, and information tracking.
• Ensure accuracy of speaker information across websites, agendas, and internal documentation.
• Help monitor deadlines and follow up on outstanding materials and deliverables.

Cross-Department Coordination

• Work closely with Conference Producers, Marketing, Design, Registration, Operations, Sales, and the Web team to support smooth internal workflows.
• Coordinate website content updates and ensure conference-related changes are communicated efficiently between departments.
• Support the preparation of internal reports, progress updates, schedules, and operational checklists.

Event Preparation & Onsite Support

• Assist with conference preparation leading up to live events.
• Support onsite speaker check-in, backstage coordination, and general conference operations during events where required.
• Help ensure conference materials, schedules, and speaker information are properly organised and accessible onsite.

Workflow & Organisational Support

• Maintain high levels of organisation and attention to detail across all conference processes.
• Help improve internal structure, documentation, and workflow efficiency within the conference department.
• Support the wider team with general coordination, website content administration, and administrative tasks during busy event cycles.

Skills & Competencies

• Strong administrative and organisational skills.
• Excellent attention to detail and ability to manage structured workflows.
• Comfortable working with spreadsheets, databases, content management systems (EMS), and backend platforms.
• Experience updating website content (basic editor) or using CMS platforms (e.g. WordPress or similar) is an advantage.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Proactive attitude and willingness to learn new systems and processes.
• Team player with a positive and flexible approach.
• Interest in conferences, events, media, gaming, or international business industries is considered an advantage.
• Previous office, administration, events, coordination, or website content management experience is beneficial but not essential.

Role Summary

The Conference Coordinator provides essential administrative, operational, and website content support to the conference department across SiGMA's international events portfolio.

The role combines conference coordination with the ongoing management of conference-related website content, ensuring speaker information, agendas, and event details remain accurate, up to date, and consistently presented across all digital platforms.

This position is intended as an entry-level opportunity for someone looking to build a long-term career within conference production, event management, and digital content operations, while supporting the wider team with backend coordination, organisational structure, website content administration, and day-to-day conference operations.

Why SiGMA Group?

• Grow with us – Play an important role in SiGMA's continued expansion across Latin America and help strengthen our presence within the land-based gaming industry.

• Free iGaming Academy access – Develop your industry knowledge with access to professional courses and training.

• Travel perks – Attend major gaming events, visit our international offices and build relationships with industry leaders around the world.

• Performance rewards – High performers are recognised and provided with opportunities for career progression through annual reviews and bi-yearly performance check-ins.

• International exposure – Work with leading casino operators, gaming companies and senior industry stakeholders across LATAM and SiGMA's wider global network.