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In-Kind Coordinator - 1 year term

OVERVIEW

TED is looking for an in-kind support person to join the Conferences Experience Production team. You’ll be responsible for In-kind Coordination and Partner Management for TEDMonterey 2021, Countdown Summit, TEDWomen 2021 and TED2022. 

You’ll work closely with the F&B Manager and the In-kind Partnerships Manager in the planning and production phase of the conferences to facilitate in-kind partnerships across programs. You’ll manage the pipeline and logistics of partnerships including coordinating shipments, managing partner deliverables and executing contracts.  

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

SKILLS/ QUALIFICATIONS 

  • Degree or diploma, preferably in event management, hospitality, project management or similar discipline, or a combination of related professional experience
  • Data entry with a high degree of accuracy using multiple platforms and bespoke software 
  • Excellent verbal and written communication skills as well as interpersonal and negotiation skills
  • Strong analytical, research, 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 relationship management or customer service background an asset
  • Prior events experience an asset 

RESPONSIBILITIES 

  • Assist with development and implementation of in-kind donations including food and beverage consumables and onsite activations, gift bag items, equipment and other products as needed.
  • Plan for the shipping, logistics, event services including electrical, signage and photography and onsite management of in-kind donations and live activations to specific contractual obligations including reporting, invoicing and reconciliation.
  • Regular and consistent tracking of partner lead information, detailing the engagement cycle.
  • Engage with local and international companies to obtain in-kind donations by way of email, meetings and cold calling for multiple events throughout the year
  • Adhere to branding and identity guidelines when composing all internal and external stakeholder communication to facilitate programming and operational needs.
  • Use project management software to administer, assign, track and report on all administrative and project tasks to ensure all in-kind donations and activations are delivered efficiently, on schedule and to a high standard.
  • Manage and procure all necessary permitting logistics and obtain relevant details from partners.
  • Extensive research and vetting to ensure that all relationships with prospective companies meet criteria and align with TED’s brand and mission.
  • Willingness to contribute however possible to ensure the overall success of the position
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