Event Coordinator - Vancouver, Canada - TED Conferences, LLC

TED Conferences, LLC

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Description:

The Contract - Event Coordinator (Events + Experiences ) will work alongside and provide support to our team of Producers to create a large and varied program of workshops, events and offsite experiences at our flagship conference, TED2024.

You'll expertly handle communications with vendors, internal partners and other key team members to help create a seamless, successful - and fabulous - TED experience, while contributing to our mission: _ideas worth spreading_.

You're highly efficient, results-oriented, motivated and organized, enjoy problem-solving, and are comfortable managing shifting priorities across a wide variety of events.

You have an aptitude to learn and a willingness to make a difference in the workplace and beyond. This is a 4-month engagement with the possibility of an extension. The hourly rate for this position is between $26 - $30 per hour.

RESPONSIBILITIES

Support the Senior Manager, Events + Experiences and Event Producers in the design, planning and onsite execution of custom experiences in the range of people in the following areas: Partnership lunches and dinners; offsite activities, onsite workshops; TED Initiative team events, and other ad hoc events as part of the overall conference program.
Work collaboratively and respectfully across the TED Events department to incorporate the expertise and resources of other team members.
Source and place orders for all related front and back of house needs (working with internal and external team members in coordinating their event activation needs) including but not limited to: Decor, equipment rentals, audiovisual, F+B, furniture, signage, etc.
Regular and consistent data entry and maintenance of Airtable, our online events management system; provide presentations and documents as required; and use Airtable to administer, assign, track and report on all administrative and project tasks to ensure all events are delivered efficiently, on schedule and to a high standard.
Support in the creation of all event orders including but not limited to: room setup and floorplans, transportation, AV, decor, food and beverage, event services (electrical, IT, etc), staffing and signage, etc.
Support in all aspects of vendor and venue relationships, including research, RFP and contracting processes, quality control, change orders, invoicing, updating TED databases and daytoday communications.
Assist in the maintenance and reconciliation of conference budgets.
Work with staffing lead on procuring staff; create training materials for both online and offline staff training sessions and help to train and lead onsite support staff.
Willingness to contribute where required to ensure the overall effectiveness of the team.

QUALIFICATIONS / SKILLS

Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience.
1+ years in an events role.
Some event planning experience and knowledge of the event industry with a willingness to learn and progress in the role is key.
Excellent verbal and written communication skills as well as interpersonal and negotiation skills
Strong project management skills; ability to juggle multiple projects with competing deadlines and reprioritize as needed.
Meticulous attention to detail.
Techsavvy, fast learner of new tools.
Quantitative and qualitative analytical and problemsolving skills. Ability to identify customer pain points, troubleshoot, and know when to escalate, both inperson and online.
Must be proficient in: MS Office, Google Docs, and Airtable.

WORKPLACE CONDITIONS / PHYSICAL, MENTAL, VISUAL DEMANDS

General: This is a hybrid work position.
Physical: Repetitive movement of wrists, hands, and/or fingers.
Mental/Visual: Concentrated mental and/or visual attention; work involves performing tasks to very close accuracy and quality specifications.
Computer programs include MS Office, Mac programs, Google Docs, Airtable and functionalrelated databases.
This position requires a somewhat flexible schedule (with the ability to work longer hours, evenings + weekends in the preconference phase and onsite execution). Please note that proof of COVID19 vaccination may be required to attend/work at any of our events._

Additional Information

All your information will be kept confidential according to EEO guidelines.