Events Hotel and Travel Coordinator

Company Description

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.

Job Description

The Hotel and Travel Coordinator will arrange hotel accommodation for guests and staff at various TED Conferences and events, as well as provide support for travel logistics. You’re highly efficient and organized, have mastery of spreadsheets, work well under pressure, and are comfortable managing shifting priorities. 

Note: This position is a part-time contract position (10-20 hrs/week) and ends in October 2027, with the possibility of extension. 

RESPONSIBILITIES

• Serve as the point of contact for all things hotel and travel, acting as the liaison between attendees, hotels and our travel agent. 
• Coordinate hotel, flight and transportation bookings and compile travel itineraries.
• Manage room blocks for 1,000+ rooms at peak (6,000+ room nights). Build and organize multiple rooming lists, balance room inventory across hotels and mitigate attrition.
• Oversee the flight booking process with our travel agent, ensuring all bookings comply with TED’s travel policy.
• Research travel requirements in the destination city/country (visa, vaccination requirements, etc.) and provide support with any documentation needed.
• Build and maintain internal tracking documents and spreadsheets. Track deadlines and ensure timely follow-up with various stakeholders. 
• Manage and reconcile hotel and travel budgets.
• Collaborate with internal teams to understand and support their hotel and travel requirements.
• Provide white-glove service to conference attendees via phone and email.
• Report on attendee feedback and booking trends, and highlight potential risks.
• Manage all booking changes leading up to the conference and troubleshoot any last-minute issues.
• Be available for on-call requests and resolve issues throughout the conference travel dates.

Qualifications

• 3+ years of reservations experience in luxury hospitality or tourism, preferably with high-profile clientele. Events experience is an asset.
• Advanced working knowledge of Google Sheets or Microsoft Excel is required.
• Experience with Google Workspace and CRMs preferred.
• Highly organized, with the ability to manage competing priorities and consistently meet deadlines and budgets.
• Exceptional customer support or relationship management experience, both in-person and online.
• Excellent interpersonal, verbal and written communication skills.
• Meticulous attention to detail.
• Tech-savvy, fast learner of new tools.
• Strong quantitative and qualitative analytical and problem-solving skills. 
• Degree (preferred) or diploma in tourism, hospitality or similar.
• This position works remotely, but must be able to commute to San Diego for occasional on-site work.

Additional Information

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