Conference Operations Coordinator
Vancouver, BC, Canada
Job Description
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This is a contract position starting mid-May 2023 until November 2023. TED is looking for a Conference Operations Coordinator to join the Conference Operations team. This is an opportunity to support the execution of world-class conference events. You will have working knowledge and experience of the events industry, a flair for project management and strategic thinking, a curiosity for innovation and a passion for excellence. A successful candidate for this position is well rounded with industry expertise in event needs including; rentals, custom builds, purchases, services, etc. with a focus on back-of-house needs to include but not limited to; shipping and receiving, warehousing, electrical, IT, lighting and rigging. The Conference Operations Associate will be responsible for vendor research and RFP, vendor contract and management, and working with the operations team to deliver, execute and fulfill required services. RESPONSIBILITIES
- Develop, upkeep, report and reconcile conference budgets and vendor invoices
- Liaise and maintain vendor relationships, ensuring accuracy and quality control maintaining change orders and day-to-day communications
- Ensure projects are delivered efficiently and on schedule, Providing consistent updates and project progress as necessary (meetings, written requests, etc.)
- Work with internal and external stakeholders in coordinating operational needs
- Source vendors and suppliers and work with preferred vendors as outlined by TED
- Coordinate load-in and load-out logistics
- Input and update event details and maintain event databases, presentations and other documents on a regular and ongoing basis
- Complete operational and administrative functions
- Apply event management principles and processes to fulfill the full activity cycle of events and setups ensuring high standards for all events are met
- Adhere to branding and identity guidelines
Qualifications
QUALIFICATIONS/ SKILLS
- Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience
- Demonstrated experience with contract negotiation and vendor management
- Demonstrated ability to leverage network and experience in supplier relations to deliver, execute and fulfill supplier and vendor contracts
- 5+ years of direct event experience with a demonstrated increase in responsibility
- Effective interpersonal skills, including verbal and written communications
- Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach.
- Able to meet competing deadlines and across multiples projects
- Superior organizational skills, motivated and enthusiastic work style
- Must be proficient in: Microsoft Office, Google Docs, and Airtable
Additional Information
All your information will be kept confidential according to EEO guidelines.
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Job Detail
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Job IdJD2153568
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationVancouver, BC, Canada
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EducationNot mentioned