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Senior Associate, Conference Operations

POSITION OVERVIEW

TED is looking for a Senior Associate, Conference Operations to join the Conference Team. This is an opportunity for a senior event professional to work on a project team supporting the execution of world-class events. You will have substantial working knowledge and experience of the events industry, aptitude for project management and strategic thinking, a curiosity for innovation and a passion for excellence. 

The Senior Associate Conference Operations is well rounded with industry expertise in event production and will be responsible for many moving parts from front of house to back of house event logistics. This role will be integral for strengthening operations, providing leadership, and ensuring projects are on time and within budget. 

QUALIFICATIONS / SKILLS

  • Degree (preferred) or diploma in event management, project management or similar discipline 
  • Demonstrated experience of contract negotiation and vendor management
  • 5+ years of direct event management experience with a demonstrated increase in responsibility
  • Extension knowledge of event production for large-scale events
  • Superior verbal and written communication skills and business acumen
  • Critical and strategic thinking and the ability to evaluate every aspect of a situation 
  • Solution oriented approach and the capacity to identify and solve problems before they become issues
  • Adaptable to evolving responsibilities when required
  • Works well under pressure, able to meet competing deadlines and work on multiple projects simultaneously
  • A team player who is able to collaborate with a group and who respects and values others perspectives 
  • Highly organized and detail oriented

RESPONSIBILITIES

  • Vendor management: Liaise all aspects of vendor relationships, including the RFP process, invoicing, quality control, updating orders, invoice reconciliation and payment, day-to-day communications and post-con debriefs
  • Stakeholder management: Work with internal and external stakeholders in coordinating event activations, spaces and logistics.  
  • Event production: Source, consolidate and place orders for front of house and back of house needs, including but not limited to: Custom builds, decor, fencing, flooring, florals, furniture, signage, staffing, structures,  tenting, walls, AV, computers, IT, lighting, plumbing, radios and rigging. 
  • Logistics coordination: Complete all necessary logistics as required, including but not limited to: Inventory management, shipping, deliveries, load-in and load-out logistics, setup and teardown, and production schedules. 
  • Project Management: Set priorities and timelines ensuring all stakeholders are working towards common goals and intended outcomes/results
  • Onboarding and training: Work with HR to assist in full cycle recruitment and oversee the onboarding and training of new colleagues
  • Budgeting: Track, maintain, report and reconcile project budgets 
  • 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
  • Administration: Regular and consistent data entry, upkeep, and reporting into bespoke online management system
  • Decision making: Analytical and effective problem-solving skills
  • Communications: Adhere to branding and identity guidelines when composing all internal and external communication
  • Leadership: Train, oversee and manage agency staff, independent contractors and vendor partners
  • Risk management:  Liaise with local law enforcement, security representatives and internal stakeholders to develop security plans and protocols to assess and mitigate risk
  • Health + Safety: Collaborate with Health & Safety officials to develop and implement Biosafety guidelines and protocols
  • Other duties and special projects as may be assigned from time to time 
  • Willingness to contribute however possible to ensure overall effectiveness of team

WORKPLACE CONDITIONS

  • General: Office environment (currently working remote)
  • Physical: Repetitive movement of wrists, hands, and/or fingers
  • Mental/Visual: Concentrated mental and/or visual attention; work involves performing tasks to very close accuracy and quality specifications
  • Machines, Tools, Equipment, Electronic Devices, Computer Software, etc.:
  • Ability to use common office equipment such as telephone, computer and copier
  • Computer programs to include MS Office, Mac programs, Google Docs, functional related databases
  • Travel: Internationally upon request / as needed
  • Work days: Able to work long hours, evenings and weekends during pre-planning phase and onsite execution
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