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Administration Team Coordinator

POSITION OVERVIEW

The Admin Team Coordinator will be responsible for providing administrative support to each branch of TED’s Administrative team: Human Resources, Accounting, Legal, the Office of the Curator, and Facilities. They will work closely with the Head of HR, the CFO, Controller, General Counsel, Office Manager and Executive Assistant to the Curator on recurring daily / weekly tasks, periodical tasks, and special projects.

QUALIFICATIONS / SKILLS

  • Thorough and efficient administrative professional who brings rigor and meticulous execution to all aspects of work in support of the Admin team
  • Ability to exercise sound judgment and discretion in the handling of sensitive and/or confidential information
  • Possess warm and professional email etiquette
  • Ability to prioritize, multitask and jump on new projects at a moment’s notice
  • Highly organized, with the ability to create systems that improve clarity and ease in navigating different projects
  • Efficiency in Excel with the ability to work in accounting spreadsheets
  • Familiarity with G-suite and Apple applications, including Gmail, Google Calendar, and Keynote
  • Familiarity with Adobe InDesign (a plus)
  • Friendly, with a willingness to support the team that keeps TED’s staff caffeinated, comfortable, and overall functioning to achieve our mission of ideas worth spreading!

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.

RESPONSIBILITIES

  • Human Resources
    • General administrative support to Head of HR, HR Generalist, and Internal Cultural Events Producer (to be hired)
    • Routine updates and uploads to JazzHR, TED’s hiring software, to include new job openings;
    • training staff and recruiters in its use
    • Run/update/maintain various reports throughout the year to include TED employees’ use of yearly professional development stipend (which you also receive!), including uploading the PD Stipend Log throughout the year to Google Drive
    • Handle logistics support for various meetings, career fairs, and events within HR
    • Complete corporate expense reports for the Head of HR
    • Light scheduling for the Head of HR
  • Accounting / Office Management
    • Download, file, and email stakeholders monthly with corporate expense reports to be completed using Nexonia, TED’s expense management software
    • Complete corporate expense reports for the Accounting team; this includes coding appropriately all staff corporate flights that are placed on his corporate card through TED’s travel agent
    • Provide administrative and scheduling support to the CFO and Controller
    • Cover reception desk on occasions when the Receptionist and Service Center Associate are unavailable
  • Legal
    • Filing, organizing, and data management of confidential materials
    • Handle invoice approvals from TED’s outside counsel law firms and technology vendors
    • Complete corporate expense reports for TED’s General Counsel on a monthly basis
    • Manage special projects as assigned, including creating organizational systems, printing training materials and helping with presentations where needed.
    • Assistance with tracking legal tasks in Asana
    • Light scheduling for TED’s legal team
    • Schedule and set up annual compliance trainings for the organization
  • Curator’s office
    • Map out biweekly Executive Directors’ meetings, quarterly financial meetings, and yearly budget meetings
    • Field internal scheduling requests for the Curator, including but not limited to 1:1s, planning meetings for TED’s conferences and events, and one-off meetings as they come up
    • Work closely with the Executive Assistant to the Curator to ensure that the Curator’s daily and long-term schedules maximize his time and contributions to the organization’s different initiatives
    • Complete corporate expense reports for the Curator on a monthly basis
    • Fill in for the Executive Assistant to the Curator on vacation days, sick days, and other out of office periods
    • Pick up other tasks and projects as needed
  • 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
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