TED Conferences Looking for In-kind Partnerships Coordinator at Vancouver, British Columbia, Canada Full Time

Our mission: Spread ideas, foster community and create impact

TED is on a mission to discover and spread ideas that spark imagination, embrace possibility and catalyze impact. Our organization is devoted to curiosity, reason, wonder and the pursuit of knowledge — without an agenda. We welcome people from every discipline and culture 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.

Job Description

TED is looking for a contractor to coordinate In-kind Partnerships at the TED2024 event currently scheduled for April 15-19, 2024.

As the In-kind Partnerships Coordinator, you’ll acquire strategic In-kind Partnerships with brands and products, maintaining an organized and up-to-date database of current trends, leads, and contributions across various industries including food and beverage, retail, and technology. You’ll pitch TED’s vision and goals to prospective partners and will support the In-kind and Food and Beverage programs with day-to-day emails, administrative work, communications, and various ad-hoc tasks related to In-kind Partnerships at TED2024.

You’ll work closely with both the Food and Beverage and the In-kind Partnerships teams in the planning and production phase of the event to facilitate partnerships across both programs. You’ll manage the pipeline and logistics of partnerships including coordinating shipments, managing partner deliverables, and executing contracts.

You’ll further support by answering emails, managing the partner database, entering data, and updating various documents and databases in accordance with the event milestone schedule. You’ll also be responsible for budget tracking and reconciliation associated with In-kind Partnerships.

Responsibilities include:

• Acquire and maintain an organized and current database of in-kind donations including food and beverage products, exhibitors, gift bag items, equipment, bathroom amenities and various other products as required
• Meet targets around product procurement, ensuring all categories are fulfilled with a diverse array of in-kind donations
• Plan for shipping, logistics and event services including electrical, signage and rentals associated with the in-kind program(s)
• Onsite management of in-kind program(s) including but not limited to: inventory management, snack and beverage operations, and in-kind photography
• Manage a crew of up to 10 onsite staff during production and pre-production to ensure successful operations of the in-kind program(s) (particularly the snack + beverage program). Staff management includes and but is not limited to: task delegation, performance reviews, break management, training
• Regular and consistent tracking of partner lead information, detailing the engagement cycle
• Engage with local and international companies to obtain in-kind donations by way of email, meetings and cold calling
• Adhere to branding and identity guidelines when composing all internal and external stakeholder communications
• Use project management software to administer, assign, track and report on all administrative and project tasks to ensure all in-kind donations and activations are delivered on schedule and to a high standard
• Extensive research and vetting to ensure that all relationships with prospective companies meet criteria and align with TED’s brand and mission
• Willingness to contribute however possible to ensure the overall success of the in-kind program(s)

Qualifications

• Degree or diploma, preferably in event management, communications, hospitality, project management or similar discipline, or a combination of related professional experience
• Excellent verbal and written communication skills as well as interpersonal and negotiation skills
• Strong analytical, research, strategic planning, and creative problem-solving skills with a solution-oriented approach
• Works well under pressure and is able to meet competing deadlines under minimal supervision
• Highly organized and detail oriented, comfortable entering data with a high degree of accuracy across various platforms and documents
• Friendly, enthusiastic, a people person who goes over and above
• Strong computer literacy required including Microsoft Office suite, GSuite, Airtable and Slack
• Prior relationship management or customer service background an asset
• Prior events experience an asset

Additional Information

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