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Staffing Administrator


TED is looking for a contract Staffing Administrative support person to join the Conference Operations team. You’ll be responsible for assisting the Staffing coordinator with the full cycle onsite staff recruitment process for conferences.

You’ll work closely with the Staffing coordinator in the planning and pre-production phase of the conference to organize outreach, research potential vendors, post roles and screen candidates using TED’s recruitment software, and execute contracts. You’ll also assist with vendor relations for both freelancers and agencies. 

You’ll further support by answering emails, filing, managing the freelancer database,  and be responsible for data entry, schedule management and updates in accordance with the event milestone schedule. You’ll also be responsible for budget tracking and reconciliation. 



  • Degree or diploma in administration or a combination of related experience
  • Data entry with a high degree of accuracy using multiple platforms and bespoke software 
  • Effective interpersonal, written and verbal communication skills 
  • Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach. 
  • Works well under pressure, able to meet competing deadlines and work on multiple projects simultaneously, under minimal supervision
  • Friendly, enthusiastic, a people person who goes over and above 
  • Strong computer literacy required including Microsoft Office suite, gSuite, Airtable and Slack. 
  • Prior hospitality or customer service background an asset/ required 
  • Prior events experience an asset 
  • Prior experience using HR recruiting software an asset


  • Support the Staffing coordinator with the freelancer recruitment process, including outreach, managing role postings, screening candidates, contracting, invoicing and reconciliation. 
  • Coordinate with vendors and the Staffing Associate to ensure TED’s staffing requirements are met and within budget. 
  • Organization and delivery of schedules and assets to staffing vendors and freelancers. Collecting, consolidating and submitting staffing schedules and needs to staffing vendors.
  • Tracking and implementing changes. 
  • Liaising with the Staffing Associate and graphic designers to create screening rubrics, outreach templates, pre-conference communications templates, onsite resource documents, and briefing materials. 
  • Liaising with teams to organize the general staff briefing day. 
  • Consolidating and maintaining planning and tracking documents, databases, grids and presentations. 
  • Coordinate contracting, invoicing, and payment processing
  • Track, maintain, report and reconcile budgets of vendor contracts
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