This position is a 6-month contract from May - November 2023. This is a fully remote position and candidates in both Canada and the US will be considered with the ability to work with a team on eastern time.

TED is looking for a Catering Coordinator to join our Event Production team in the execution of world-class events and conferences. You will have substantial working knowledge and experience in the hospitality and events industries, a flair for project management, a keen and attentive eye for detail, a high degree of organization, and a passion for excellence. You are energetic and eager to tackle new projects and ideas, while maintaining the brand integrity of TED. You can expect to work on everything from data entry to planning menus, contracting caterers to coordinating food service operations. The successful candidate is detail-oriented with impeccable organizational skills and an ability to pick up new software programs with ease. This role requires extensive coordination between many stakeholders, so an ability to keep many moving pieces organized in clear and concise order is essential.

RESPONSIBILITIES

• Administration: maintain, update and develop the food and beverage catering database for each event; updating daily with change orders, menus, status’, etc. to ensure all stakeholders have the most relevant and up to date information with regard to their event.
• Menu Development + Program Coordination: Work with various stakeholders to coordinate their catering needs both internally and externally (event producers, chefs, caterers etc.), developing exciting and sustainable menus for TED events, which adhere to TED’s Food + Beverage requirements and any conference specific guidelines
• Health Authorities: Support with local health authority research, development, and coordination; procuring food vendor health permits as required and gathering any other required assets
• Critical Path: Strict adherence to to project timelines and deliverables
• Vendor Management: Liaise with vendors and venues, including research, contracting, quality control, change orders, invoicing, updating TED databases and day-to-day communications.
• Event Orders: Support with the creation of event orders, as required, including but not limited to: food and beverage, event services (electrical, IT, setup, etc), staffing, photography and signage, etc.
• Communication: Adhere to TED’s preferred communications guidelines using tools such as Slack, Gmail, GDrive and AIrtable, maintain regular and succinct communication with stakeholders, coordinate meetings, set agendas, take notes and follow up on any action items.
• Budget Management: Ensure all food and beverage orders fall within the allotted budget. Coordinate invoice submissions, and support with the reconciliation of conference food and beverage budgets.
• Willingness to contribute however possible to ensure the overall success of the position.
• Respect the need for confidentiality and the sensitivity of information.
• This position requires a somewhat flexible schedule (with the ability to work longer hours, evenings + weekends in the pre-conference phase and onsite execution) and includes the potential for international travel

WORKPLACE CONDITIONS

• General: Remote, contract position from May 2023 - November 2023
• 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
• Machines, Tools, Equipment, Electronic Devices, Computer Software, etc.
• Ability to use common office equipment such as telephone, computer and copier
• Computer programs to include Google Docs, Asana, Airtable, and other bespoke software and databases

APPLICATION DEADLINE

• Applications will be accepted on a rolling basis until a suitable applicant is found.
• We thank all candidates for their interest, however only those candidates that are short-listed will be contacted for an interview.

TED Conferences LLC is an equal opportunity/affirmative action 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.

• Degree or diploma, preferably in event management, hospitality, project management or similar discipline
• 3+ years of food & beverage experience required, and an understanding of menu planning and service standards as it relates to food and beverage
• Knowledge, experience and interest in food and beverage planning for small and large-scale events (hotels; off-site venues; convention centers; restaurants)
• FOODSAFE Level 1 is an asset
• Excellent verbal and written communication skills and business acumen
• Strong analytical, strategic, and creative problem-solving skills, with a solution-oriented approach
• Works well under pressure, able to meet competing deadlines and work on multiple projects simultaneously, under minimal supervision
• Highly organized and detail oriented
• Proficient in MS Office, MACs, Google Docs and an ability to pickup new software programs with ease is essential
• Experience using Airtable is an asset

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