Job Description

Company Description
At TED, we seek to bridge, include, diversify because we truly believe ideas are for everyone. It is important to us to attract individuals from diverse backgrounds who are curious about the world and interested in helping us spread ideas far and wide. *
Job description*
TED is looking for a Logistics Coordinator to join the Conference Operations team and support the production of world-class conference events. In this role, you\xe2\x80\x99ll support all administrative tasks related to conference operations and logistics, including staffing, security, transportation and sourcing and procuring a variety of services and goods, and be responsible for vendor liaison, schedule management, and deliverables in accordance with event milestone schedules.
You\xe2\x80\x99ll work closely with the Logistics lead in the planning and pre-production phase of the conference to research and select potential vendors and community partners, and support the freelance recruitment process, including tracking applications, screening candidates, and orientation and training communications. You\xe2\x80\x99ll also manage internal service requests, databases, contracting and all relevant administrative responsibilities.
You\xe2\x80\x99ll further support by managing calendars, scheduling meetings and keeping detailed minutes and managing action items; answering emails, filing, and assisting with any other assigned projects or tasks.
What you\'ll do

• Support the freelancer and agency staff recruitment process, including research, outreach, communications, contracting, and reconciliation
• Source, procure and schedule event operations suppliers including, but not limited to, security and transportation vendors
• Data entry and analysis with a high degree of accuracy and quality control
• Coordinate vendor logistics in alignment with TED\xe2\x80\x99s internal process

• Organization and delivery of schedules and assets to vendors and freelancers
• Collecting, consolidating and submitting schedules in addition to tracking and implementing schedule changes
• Develop and update outreach documents, pre-conference communications, training materials
• Vendor procurement, contracting, invoicing, and reconciliation
• Track, maintain, report and reconcile budgets.

Qualifications

• Degree, diploma or education in administration, or a combination of relevant experience
• Strong computer literacy required, including experience using Airtable, recruitment software or applicant tracking systems, spreadsheet applications in Microsoft Excel, Google sheets and database management
• Detail-oriented; high degree of accuracy in data entry, analysis and management
• Able to manage overlapping critical paths and advance multiple project milestones simultaneously, with minimal oversight
• Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach
• Demonstrated experience in budget development, management and reconciliation
• Effective interpersonal, written and verbal communication skills
• Friendly, enthusiastic, a people person who goes over and above
• Strong respect for confidentiality; able to approach stakeholder interactions with discretion, tact and humility
• Hospitality or customer service background an asset
• Live event experience considered an asset

Additional Information
All your information will be kept confidential according to EEO guidelines. Job Type: Contract