Events Assistant-Temporary

CIEE Inc

6d•Remote

About The Position

CIEE is a non-profit 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 multi-cultural world. This is a temporary position that will begin in June 2026 and run through October 2026, with the possibility of renewal during the 2027 high season. The Temporary Events Assistant will work closely with the Events Manager and Events Coordinator to support the project management and coordination of key logistics across multiple concurrent events. These include High School Inbound meetings and incentive trips serving 20–200 guests; the New York Student Tour, which welcomes 100+ international high school students weekly over a two to four-week period; and the Annual International Exchange Conference, hosting ~200 attendees including staff, government officials, host employers, international representatives and partners, and local coordinators. Additional responsibilities may include supporting the planning for other events such as the annual All Staff Meeting, department and leadership meetings, and hosted dinners throughout the calendar year. The assistant will communicate effectively with internal teams and external stakeholders, share responsibilities with CIEE staff before, during, and after events, and serve as an on-site point of contact when needed, including occasional event travel. Responsibilities also include coordinating meal plans and researching and booking group dining, preparing post-event reports to evaluate success and identify improvements, and managing expenses through timely vendor payments, detailed budget tracking, and Concur reconciliation. The role will collaborate as needed with the Marketing team to produce and distribute event materials and will assist with making adjustments to travel plans as needed.

Requirements

Bachelor’s degree.
Experience in events planning or a similar role.
Willing to provide personalized, elevated service to clients and attendees.
Excellent organizational and time management skills with an ability to pivot and problem-solve in the moment.
Ability and willingness to remain flexible, shifting between projects.
Meticulous attention to detail in a very fast-paced environment.
Strong, professional, written, and verbal communication skills.
Fast learner of new technology, systems, procedures, and policies.
Proficiency in Microsoft Word, Excel, and Outlook.
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 on-site at events.

Nice To Haves

An intercultural communication experience is a plus.

Responsibilities

Event and registration management using 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 and tracking forms for multiple events.
Work with the marketing team to generate graphics for registration pages and event promotional materials.
Oversee flight bookings with partnering travel agencies.
Work closely with partnering vendors to book services such as 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 questions and requests.
Prepare ground transportation schedules based on flight manifests.
Order and track event materials.
Utilize Microsoft Excel for tracking event details, budgets, and reporting.
Utilize on-site event technology such as Cvent On Arrival.