Catering Coordinator – Contractor

TED is a global nonprofit dedicated to spreading ideas that matter — through talks, conferences, and experiences that connect and inspire. Our events bring together diverse voices to share ideas that shape the future.

TED is an equal opportunity employer and contractor engager committed to diversity, equity, and inclusion. We welcome applicants from all backgrounds and provide reasonable accommodation throughout the hiring process.

TED is seeking an experienced, highly organized, and detail-oriented Catering Coordinator to support banqueting operations for TED conferences. Working alongside the Experience Production Manager -  F+B, this role partners with internal stakeholders, Sodexo Live! at the San Diego Convention Center, and relevant health authorities. The Catering Coordinator will develop menus, confirm service details, identify banquet and equipment needs, and deliver a high-quality food and beverage experience across multiple catered functions within a conference. This role is part of a 3-4 person contractor team dedicated to delivering high-quality and robust food and beverage programs at conferences.

The role coordinates a high volume of catering details, while overseeing menu planning, service and equipment needs, budgets, and system accuracy at conferences. The ideal candidate brings strong catering operations experience from a hotel, convention center, or similarly high-volume hospitality environment, along with excellent judgment, strong attention to detail, and a high bar for quality and guest experience.

Responsibilities

• Plan and coordinate catering and banqueting orders for TED conferences at the San Diego Convention Center, partnering closely with Sodexo Live! and internal stakeholders to ensure clear communication and accurate reporting.
• Develop and refine thoughtful menus, prioritizing quality, variety, and dietary inclusivity in alignment with TED’s food guidelines.
• Manage high-volume catering logistics, handling hundreds of individual orders for a single conference, including service needs, setup, equipment, and timing.
• Ensure all catering details, revisions, and budgets are accurately documented, tracked across internal systems, and aligned with approved spend.
• Serve as a trusted advisor, upholding a high standard of catering execution, and supporting on-site coordination and issue resolution.
• Oversee on-site catering operations during conferences, directing short-term local staff and proactively resolving service issues or programmatic bottlenecks.

• Experience: 5+ years in high-volume catering operations/management, preferably in a hotel or convention center setting.
• Catering Expertise: Proven ability to manage high-volume logistics, including concurrent orders, menu planning (dietary inclusive), service standards, banquet setup, and equipment needs.
• Partnership and Budget Management: Experience managing budgets, tracking spend, and working directly with catering teams and venue partners to execute menus and service plans.
• Organizational and Communication Skills: Exceptional attention to detail, strong organizational, written, verbal, and interpersonal communication skills.
• Work Style: Solutions-oriented problem-solver, able to manage multiple workstreams, remain calm in high-pressure, fast-paced environments, and uphold a high standard for quality and guest experience.
• Technical/Location: Comfortable with planning systems/spreadsheets (Google Workspace/Microsoft Office) and on-site execution. Must be San Diego-based with strong local knowledge.
• Assets: A degree in a related field, food safety certification, knowledge and education in wine are assets.

Work Location & Schedule: This is a primarily remote position for candidates based in the San Diego, California, or New York City areas. Flexibility to work evenings and weekends during peak periods is essential. The ideal candidate is an independent worker with strong familiarity with their local market.

To apply: Please submit your resume and cover letter telling us why you’d like to join our team. Only applications with cover letters will be considered.

Location: California-based or New York based, with a preference for San Diego

Project Fee - $30,000-$40,000 (approx $3K-$5K/month)

Contract: June 2026 – April 2027  

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.