Conference Travel Coordinator

4 weeks ago

Vancouver, Canada TED Conferences, LLC Full time

Company Description
At TED, we seek to bridge, include, diversify because we truly believe ideas are for everyone. It is important to us to attract individuals from diverse backgrounds who are curious about the world and interested in helping us spread ideas far and wide.

Job Description*
About the role*
The Conference Travel Coordinator will arrange guest and staff travel to TED events. You’ll manage bookings, expertly handle questions and provide a seamless customer experience during TED’s conferences and events. You’ll also support the Attendee Experience team with additional projects and tasks that contribute to the success of upcoming conferences. You’re highly efficient and organized, have a mastery of spreadsheets and are comfortable managing shifting priorities. Your contributions bring attendees together which supports our mission: ideas worth spreading.
- Note: This is a 6 month contract with the possibility of extension._

Qualifications*
What you’ll do*
- Help book staff and guests travel to events. Liaise with our flight agent and with internal team members on hotel accommodations and arrange airport transportation.
- Manage booking changes leading up to the conference and troubleshoot any last-minute issues.
- Maintain internal tracking documents and spreadsheets and create reports from TED’s attendee database.
- Manage costs to budget.
- Research travel requirements in the destination city/country (visa, vaccination requirements, etc.) and provide support with any documentation needed.
- Collaborate with other departments to understand their travel requirements and make arrangements.
- Be available for on-call requests and troubleshooting during conference travel days.

*
Skills*
- Degree (preferred) or diploma in tourism, hospitality or similar experience.
- 2+ years of reservations experience in tourism or hospitality, preferably with high-profile clientele.
- Customer support or relationship management experience, both in-person and online.
- Great communication with stakeholders: interpersonal, verbal and written.
- Meticulous attention to detail.
- Tech-savvy, fast learner of new tools.
- Ability to manage competing priorities to ensure project deadlines are consistently met on time and within budget.
- Quantitative and qualitative analytical and problem-solving skills.

Additional Information*
Workplace conditions / physical, mental and visual demands*
- General: This is a remote position.
- 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.
- Computer programs include MS Office, Mac programs, Google Docs, functional related databases.
- Travel: Ability to travel internationally is an asset.

**In-office COVID protocol**
Due to in-person meetings and occasional office requirements, proof of full vaccination will be required prior to acceptance of employment

**Job Type**: Contract

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