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Operations Specialist, Event Production

POSITION OVERVIEW

The Contract Operations Specialist, Event Production works amongst a project workgroup executing a variety of deliverables supporting the Conference Production department. This role requires substantial working knowledge and experience in and of the events industry, with a flair for project management. You can expect to work on everything from data entry to planning menus to contracting lighting designers.

QUALIFICATIONS / SKILLS

  • Degree (preferred) or diploma in event management, project management or similar discipline
  • 3+ years in a forward facing role
  • 4+ years of event management experience
  • Superior verbal and written communication skills and business acumen
  • Critical and strategic thinking with the ability to evaluate every aspect of a situation
  • Solution oriented approach and the ability to proactively identify problems and opportunities, and action them appropriately with minimal supervision
  • Works well under pressure, able to meet competing deadlines and work on multiple projects simultaneously
  • Highly organized and detail oriented
  • Technical event experience, such as basic AV, stage and lighting knowledge
  • Respect the need for confidentiality and the sensitivity of information

RESPONSIBILITIES

  • Budget management: Development, maintenance, reports, invoicing, and reconciliation
  • Critical path: Strict adherence to project timelines and deliverables
  • Stakeholder management: Interface with stakeholders to facilitate programming and operational needs
  • Programming: Designing custom one-of-a-kind experiences (lunches, dinners, activities, workshops, events, activations, menus)
  • Logistics: Plan and execute all event orders including: transportation, AV, decor, food and beverage, event services (electrical, IT), and signage
  • Decision making: Analytical and effective problem solving skills
  • Process: Adherence to internal policies and procedures
  • Vendor management: Liaise all aspects of a vendor relationships, including RFP and contracting processes, quality control, change orders, invoicing, and day-to-day communications
  • Contracting: Experience in contracting, negotiation, redlining and closing
  • Administration: Regular and consistent data entry, upkeep into bespoke online management system
  • Communications: Adhere to branding and identity guidelines when composing all internal and external communication
  • Subject matter expert: Uphold and serve as an expertise in the industry of events, providing direction and interpretation through the lens of the TED brand and identity
  • Leadership: Help to train and lead onsite support staff
  • Willingness to contribute however possible to ensure overall success of position
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