Conference Operations Associate

4 weeks ago

Vancouver, Canada TED Conferences, LLC Full time

**Company Description**
**_
Ideas Change Everything._**

We believe this to our core. And we’re proud to play a role in discovering, debating and sharing the best of them.

TED is devoted to curiosity, reason, wonder and the pursuit of knowledge — without an agenda. We welcome all who seek a deeper understanding of the world and connection with others, and we invite everyone to engage with ideas and activate them in your community.

TED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of world-class conference events. You will have working knowledge and experience of the events industry, a flair for project management and strategic thinking, a curiosity for innovation and a passion for excellence.

**RESPONSIBILITIES**
- Coordinate electrical and IT requirements:

- Collecting electrical and IT requirements for all conference teams
- Ensuring proper electrical and IT infrastructure is in place at the venue
- RFP and manage electrical and IT vendors
- Oversee onsite installation and execution of all electrical and IT infrastructure
- Coordinate AV, lighting and computer/printer orders:

- Collecting all AV, lighting and computer/printer orders for all conference teams
- RFP and manage AV, lighting and computer/printer vendors
- Oversee onsite installation and execution of all AV, lighting and computer/printer orders
- Coordinate simulcast plan and requirements:

- Collecting simulcast screen and sound needs for allocated spaces
- Manage the collection of the monitors to and from site
- Oversee the build of stands and monitors for distribution
- Oversee onsite installation and execution of the simulcast plan
- Work with the production team to ensure correct visual and sound feeds are distributed
- Source and implement closed captioning
- Source, rent or purchase and implement alternative simulcast equipment, for example; LED screens, sound equipment, etc.
- Source vendors and suppliers and work with preferred vendors as outlined by TED:

- Generators and electrical equipment
- AV equipment
- Computers and printers
- Simulcast equipment
- Liaise and maintain vendor relationships, ensuring accuracy and quality control maintaining change orders and day-to-day communications
- Develop, upkeep, report and reconcile conference budgets and vendor invoices
- Ensure projects are delivered efficiently and on schedule, providing consistent updates and project progress as necessary (meetings, written requests, etc.)
- Input and update event details and maintain event databases, presentations and other documents on a regular and ongoing basis
- Complete operational and administrative functions
- Adhere to branding and identity guidelines

**Qualifications**
- Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience
- Demonstrated experience of contract negotiation and vendor management
- Demonstrated ability to leverage network and experience in supplier relations to deliver, execute and fulfill supplier and vendor contracts
- 5+ years of direct event experience with a demonstrated increase in responsibility
- Effective interpersonal skills, including verbal and written communications
- Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach.
- Able to meet competing deadlines and across multiples projects
- Superior organizational skills, motivated and enthusiastic work style
- Must be proficient in: Microsoft Office, Google Docs, and Airtable

**Additional Information**
This role is open to citizens of Canada and the US. Please include a cover letter outlining your expereince and why you feel you are the best person for this role.

All your information will be kept confidential according to EEO guidelines.

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