Staffing Administration Support

  • Vancouver, BC, Canada
  • Contracted
  • Conferences
  • Experienced


TED is looking for a contract Staffing Administrator to join the Conference Operations team. You’ll support the Staffing lead with all administrative tasks related to the onsite conference staff recruitment process, and be responsible for data entry, schedule management and updates in accordance with event milestone schedules.

You’ll work closely with the Staffing coordinator in the planning and pre-production phase of the conference to organize outreach, research potential vendors and community partners, and use TED’s recruitment software to post roles, track applications and screen candidates. You’ll also manage internal databases, execute contracts, collect banking and tax information, and be responsible for budget tracking, reporting and reconciliation. 

You’ll further support by scheduling meetings and keeping detailed minutes, answering emails, filing, and assisting with any other tasks or special projects as assigned. 


  • Degree, diploma or education in administration, or 1-2 years of a combination of related experience
  • Strong computer literacy required, including experience using spreadsheet applications in Microsoft Office suite, G suite and Airtable
  • Prior experience using HR recruiting software is an asset 
  • High degree of attention to detail and accuracy in data entry and data management 
  • Able to meet competing deadlines and work on multiple projects simultaneously, under minimal supervision
  • Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach
  • Effective interpersonal, written and verbal communication skills 
  • Friendly, enthusiastic, a people person who goes over and above 
  • Prior hospitality or customer service background an asset
  • Prior live event production experience an asset 


  • Support the Staffing coordinator with the freelancer recruitment process, including outreach, managing role postings, screening candidates, contracting, invoicing and budget reconciliation. 
  • Data entry with a high degree of accuracy using multiple platforms and bespoke software 
  • Coordinate with vendors and the Staffing lead to ensure TED’s staffing requirements are met and within budget. 
  • Organization and delivery of schedules and assets to staffing vendors and freelancers. Collecting, consolidating and submitting staffing schedules and needs to staffing vendors. Tracking and implementing changes. 
  • Updating outreach templates, pre-conference communications templates, onsite resource documents, and briefing materials. 
  • Collecting and organizing internal assets to create briefing presentations. 
  • Consolidation and maintenance of planning and tracking documents, databases, grids and presentations. 
  • Coordinate contracting, invoicing, and payment processing
  • Track, maintain, report and reconcile staffing budgets 
Read More

Apply for this position

Apply with Indeed
We've received your resume. Click here to update it.
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status

Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 5/31/2023
Why are you being asked to complete this form?

We are a federal contractor or subcontractor required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years.

Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at

How do you know if you have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to:

  • Autism
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS
  • Blind or low vision
  • Cancer
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or hard of hearing
  • Depression or anxiety
  • Diabetes
  • Epilepsy
  • Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome
  • Intellectual disability
  • Missing limbs or partially missing limbs
  • Nervous system condition for example, migraine headaches, Parkinson's disease, or Multiple sclerosis (MS)
  • Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression
Please check one of the boxes below:

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

You must enter your name and date