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[GIG] Executive Assistant, to TEDx and TED Prize Director

Executive Assistant to TEDx and TED Prize Director

The Director of both the TEDx and TED Prize programs is looking for an Executive Assistant.  The  ideal candidate should have at least 3-5 years experience supporting executives, and must be inspired by TED’s mission. The candidate should be organized, analytical, calm and comfortable managing many calendar items and concurrent projects in a startup-like environment.  The role may expand to doing some coordination work for TEDx team at-large, as well as administration support.
Key responsibilities include:

  • Managing a tightly-packed and constantly changing daily schedule of meetings, interviews, media engagements and phone calls. Re-arranging logistics on the fly.
  • Take meeting notes and scheduling follow-ups. Keeping the TEDx and TED Prize projects on track.
  • Screening incoming calls, emails and requests; prioritizing items for follow-up; corresponding with key contacts as needed
  • Coordinating with the key managers on the TEDx and TED Prize teams, to ensure smooth, open communication. This includes scheduling one-on-one meetings and rapidly relaying information when needed
  • Keeping open lines of communication with the entire TEDx and TED Prize team
  • Scheduling and planning business travel, including detailed day-by-day itineraries
  • Providing onsite support at TED events: prepping stage notes and presentations; planning detailed daily itineraries with multiple engagements from stage appearances to one-on-one meetings to large gatherings;
  • Assisting with post-event correspondence and follow-up, including updating contacts and following up on all queries.
  • Handling reimbursement forms
  • Trafficking and filing project contracts.
  • Special projects, which may include planning team events; handling outreach to key contacts; topical research.


  • 3-5 years’ experience in assisting senior managers
  • Bachelor’s degree
  • Fluency in Google apps and Microsoft Office.
  • Strong familiarity with Keynote/Powerpoint presentation software
  • Strong writing skills

A passion for TED and a broad interest in the world — including science/technology, design/architecture, global development, entertainment/arts — are big pluses. Also: We only hire extremely nice people.

Lara Stein
TED Conferences
Director TEDx & TED
917 328 2790
skype: citizenstein
250 Hudson Street, 10th Floor
New York, NY 10013