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TEDx Team Coordinator

POSITION OVERVIEW

The TEDx Team Coordinator supports TEDx executives with a broad range of administrative responsibilities and also helps them to coordinate key teamwide activities. 

Over the last nine years, the TEDx program has grown rapidly, enabling more than 22,000 independently organized events in more than 170+ countries. These events range from highly produced gatherings in world capitals to small events in rural communities. Talks at these events are filmed and posted online. As a result, there are now more than 120,000 TEDx talks on YouTube, and they were viewed a billion times last year; more than half were delivered in a language other than English.

QUALIFICATIONS / SKILLS

  • 3-5 years of experience in assisting senior managers
  • Bachelor Degree required
  • Strong written and communication skills
  • Fluency in Google applications
  • Strong familiarity with Keynote and/or Powerpoint presentation software

RESPONSIBILITIES

  • Manage a tightly packed and constantly changing daily schedule of meetings, interviews, and phone calls for two executives at TEDx and some team-related or management meetings they oversee.  Flexibly integrate TED commitments with other demands by scheduling other executive appointments that take place during the executive’s working day (which includes work inside and outside the office and may commence as early as 8 am and could also include business dinners and other business related evening commitments).  Must ensure that to schedule all activities in a manner that optimizes the executives’ time. While executive commitments vary they may include meetings, presentations, offsites, professional networking, board meetings, personal and medical appointments. The Team Coordinator will take a holistic view of the executive calendars and continuously look for ways to create efficiency and ease as he or she moves between engagements and commitments.  
  • Tightly manage meeting flow throughout the day to maximize efficiency, making sure that execs are prompted and helped to move from one meeting to the next in a timely manner, setting up tech and a/v, providing any needed supplies, ordering meals and offering beverages as needed, and tidy up meeting rooms after meetings.
  • Manage executives highly varied and constantly changing schedules by alerting them after hours and before the start of the day to anything out of the ordinary, be prepared to rearrange logistics on the fly inside and outside office hours.
  • Receive guests and TEDx organizers in a warm and welcoming manner that best represents TEDx, and ushering them through office tours and other meetings.   
  • Screen incoming emails and requests; prioritize items for follow-up, correspond with key contacts as needed in a manner that is consistent with TEDx standards and style
  • Coordinate with key managers on the TEDx team to ensure smooth, open communication including scheduling a one-on-one meeting and rapidly relaying information when needed
  • Keep open lines of communication with the entire TEDx team
  • Schedule and plan business travel, including day-by-day itineraries
  • Create presentations and materials that align with TED branding and style
  • Provide on-site support at TED events including prepping stage notes and presentations, planning detailed daily itineraries with multiple engagements from stage appearances to one-on-one meetings to large gatherings
  • At TED events assume the role of personal assistant and production assistant to the executives and other team members as needed in support of executives stage and host duties.  
  • Handle expense reports
  • Serve as a point of contact for TEDx community inquiries and manage the customer service platform by working with the TED Technology team to optimize corresponding support systems
  • Plan team events, handle outreach to key contacts, topical research, as well as assist with logistics and production of conference activities
  • Other duties and special projects as may be assigned from time to time
  • Willingness to contribute however possible to ensure the overall effectiveness of position
  • Be flexible to assume any administrative, logistical, or team coordination tasks that support the workings of the TEDx team and/or helps its executives maximize their working hours
  • Demonstrate positive and flexible can-do attitude and quickly learn to anticipate needs of executives and foresee issues before they arise.  Can work efficiently despite frequent interruptions and a busy calendar.

Only candidates who submit a résumé and a cover letter will be considered. Due to a high volume of applications, only those who move forward in the application process will be contacted.

TED Conferences LLC is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We invite all qualified candidates to apply online with their resume.

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