Conference Logistics Associate

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.

POSITION OVERVIEW 

TED is looking for a Conference Logistics 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. 

A successful candidate for this position is well-rounded with industry expertise in event needs, including rentals, custom builds, purchases, services, etc. This role will have a focus on back of house and buildout needs, including but not limited to: shipping and receiving, including cross-border (USA & CA), warehousing, rigging, load in and out, crew management and more.

The pay rate for this role is equivalent to $35 - $40 / hour CAD or $25 - $30 / hour USD. This is a contract role from September 2025 - November 2025. 

Please include a cover letter telling us why you're interested in this role specifically.

RESPONSIBILTIES

• Coordinate load-in and load-out logistics, including:

1. Managing the trucking schedule and keeping track of event trucking needs.
2. Liaising with various internal teams to ensure timely load in and out
3. Liaising with vendors and the venue to ensure timely load in and out

• Create and manage the buildout crew schedule
• Manage the on-site buildout crew for timely load in and out
• Manage shipping and receiving for the conference to ensure all items make it to site on time including: 

1. Domestic and international vendor, partner and internal shipments
2. Long-haul cross-border shipping of TED inventory

• Inventory and warehousing management and reconciliation 
• Month-to-month payment and tracking
• Regularly review, organize and dispose of any old or unused inventory 
• Source vendors and suppliers and work with preferred vendors as outlined by TED, including:

1. Moving equipment rental
2. Generators and electrical equipment
3. Rigging, lighting and AV equipment
4. Temporary event infrastructure
5. Trucking 
6. Warehousing
7. Cleaning services and crews
8. Ad hoc rentals and purchases required to manage and run the project

• 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.

• Degree or diploma in event management, project management or a similar discipline and/or combination with relevant event experience.
• Demonstrated experience in contract negotiation and vendor management, both in pre-planning and on-site delivery.
• 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 across multiple projects
• Superior organizational skills, motivated, flexible and enthusiastic work style
• Must be proficient in: Microsoft Office, Google Docs, and Airtable

TED Conferences LLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We invite all qualified candidates to apply online with their resume and cover letter.