Events & Travel Assistant – Temporary

Job title:

Events & Travel Assistant – Temporary

Company

CIEE

Job description

Position: Events & Travel Assistant – TemporaryReports to: Manager, Events & TravelDepartment: Inbound ExchangesLocation: RemoteWho we are:CIEE is a nonprofit study abroad and intercultural exchange organization that transforms lives and builds bridges between individuals and nations through study abroad and international exchange experiences that help people develop skills for living in a globally interdependent and culturally diverse world.Why work with us:

• You will change the world. CIEE builds bridges between different people, different countries, and different cultures. We help young people participate in high-quality international exchange and study abroad programs that bring the world together. We change lives, our alumni change the world. Be part of the change!
• You will be part of a fast-paced, international, diverse, and collaborative team of professionals. CIEE operates the largest nonprofit network of study abroad locations, with facilities and staff in 29 countries. Additionally, we help international participants from over 140 countries come to the USA each year. Committed to excellence and solving whatever problem the world throws at them, CIEE professionals work on international teams, and are dedicated to advancing our 75-year-old mission to make the world a more peaceful place.

Who you are:The Inbound Exchanges Assistant, Events & Travel focuses on providing logistical and administrative assistance in key program activities. The Assistant is responsible for working across inbound teams to support all types of events per calendar year in coordination with the Events & Travel Team. This role involves supporting the Events Manager and Events Coordinator with specific projects within the event process, including event logistics, documentation, tracking and reporting progress, and coordinating with internal and external stakeholders.What you’ll do:Primary Responsibilities:

• Work closely with the Events Manager and the Events Coordinator to assist with Project Management and Coordination of key logistics for multiple cooccurring events:
• High School Inbound Spring and Fall meetings, and VIP Trip, serving 140-200 guests, including CIEE staff, International Representatives, Local Coordinators, and guests.
• New York Student Orientation, welcoming 70-100 international high school students weekly over four weeks.
• The Annual International Exchange Conference, welcoming 200-300 guests including CIEE staff, government officials, hosts employers, International Representatives, Local Coordinators, and guests.
• Work and Travel hiring events held six times per year in 12-16 different cities, with 150-700 applicants per city.
• Other miscellaneous events, team meetings, conferences, and dinners as needed throughout the calendar year.
• Communicate effectively across CIEE teams and with different external stakeholders.
• Work with CIEE staff to share responsibilities before, during, and after events.
• Travel to events as needed.
• Act as a point of contact for in-person events.
• Prepare post-event analysis reports to identify areas for improvement and future opportunities.
• Facilitate on-time payments to vendors and maintain detailed tracking of spending and payments across multiple ongoing projects.
• Ongoing expense management in Concur (uploading receipts, proper coding).
• Collaborate with Marketing Team to develop and distribute event communications materials such as invitations and registration forms, RSVP lists, name tags, signage, agendas, and other materials as needed.
• Facilitate changes to travel plans as needed.

Specific Tasks:The Inbound Exchanges Assistant, Events & Travel will be responsible for the following activities, among others:

• Event bookings via Cvent, Excel, Asana and other platforms as needed.

• Event logistics management such as BEOs, event space set up, room lists, and AV.

• Manage registration pages tracking forms for multiple events.

• Working with marketing team to generate graphics for registration pages and event promo materials

• Oversee flight bookings with partnering travel agencies

• Work closely with partnering DMCs to book ground transportation and excursions.

• Monitor deposit schedules and assist with vendor payments.

• Keep detailed records of all payments made to vendors in established spreadsheets.

• Communicate with event attendees to address needs.

• Prepare ground transportation schedules based on flight manifests. Order event materials and ensure proper enrollment in travel insurance for hiring events.

• Utilize Microsoft Excel for tracking event details, budgets, and reporting

What you’ll bring:

• Bachelor’s Degree.

• Experience in events planning or similar role preferred.

• Willing to provide personalized, elevated service to clients and attendees.

• Excellent organizational and time management skills.

• Ability and willingness to remain flexible, shifting between projects based on seasonality of the program.

• Meticulous attention to detail in a very fast-paced environment.

• Strong, professional, written and verbal communication skills.

• Intercultural communication experience is a plus.

• Fast learner of new technology, systems, procedures, and policies.

• Proficiency in Microsoft Word, Excel, and Outlook. Knowledge of Salesforce, and other IT skills helpful.

• Proficiency in event management software, preferably Cvent, for registration and attendee management.

• Ability to respond helpfully to a variety of personalities and needs.

• Ability to remain on your feet and be active for long periods of time while working onsite at events.

The ideal candidate will possess:

• A minimum of 3 years of relevant experience
• Readiness to grow and develop yourself, our client group, and our Company
• Ability to embrace CIEE’s Core Values (Excellence, Integrity, Respect, Inclusion and Problem Solving) and culture

Location RequirementsThe position is available to applicants in Canada and the United States, except for applicants residing in:

• Washington (state)
• Colorado
• California
• Jersey City, NJ

Diversity Matters:CIEE believes that diversity matters and that professionals with diverse backgrounds provide diverse approaches and ideas to solving problems and finding ways to advance our mission to bring the world together. Candidates from underrepresented groups with diverse backgrounds and experiences are strongly encouraged to apply.Due to federal regulations a background and reference check will be conducted as a condition of employment.

Expected salary

Location

USA

Job date

Fri, 24 Jan 2025 07:56:25 GMT

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