Senior Events Coordinator

CIEE Inc

34d•Remote

About The Position

The Senior Coordinator supports the Director of Events and the Events Manager with administrative tasks related to the planning and operations of major sales and strategy events for the Outbound Exchanges Division. These include: supporting internal and external events and staff, assisting with the management of master hotel reservations lists and contracts, event registration system, communications to conference speakers and staff regarding conference and event logistics. This position also works closely with Marketing teams, Web and Digital team, Institutional Relations team, on-site and Executive Assistant staff to carry out project tasks related to events, and attends regular team meetings with members of the marketing team, and others in the organization. The Coordinator is a key member of the events planning and implementation team, as well as assisting with managing logistics on-site during the events.

Requirements

Bachelor’s degree (or international equivalent).
A minimum of 2 years administrative experience, event planning experience a plus.
Must have the ability to handle multiple tasks and priorities simultaneously.
Must have strong administrative skills, particularly attention to detail and the ability to complete assigned tasks efficiently and accurately, and in a timely manner.
Must work well independently and proactively to complete projects.
Must be able to manage all details of a given project and see them through to the end.
Must have strong computer skills (MS Office Suite, Excel) and an interest in using technology to facilitate job success.
Must have strong communication skills, both written and verbal, and be able to communicate to multiple audiences, as well as an incredible attention to detail.
Must have strong customer service skills and the ability to listen and respond to a variety of requests, questions, and issues.
Must have strong interpersonal skills and be flexible –able to respond quickly to changing circumstances.
Some evening and weekend work may be required.

Nice To Haves

Experience abroad – Personal study or living experience abroad is very strongly preferred

Responsibilities

Assist with planning and implementation of event logistics of Outbound Exchange Division events.
Maintain master files for all CIEE events: Study Abroad Conference, Global Internship Conference, Global Educator Summit, and High School Summer Teacher Site Visits.
Manage event registration - develop and update annual online and in-person registration system for events, launch, generate reports, manage payments/refunds, answer registration inquiries.
Assist and take an active role in planning and implementation with logistics for all meetings, workshops, events, transportation, and tours pre-event, and during the events.
Support speaker and sponsor tracking, outreach, and materials collection.
Handle travel logistics for speakers and VIP guests.
Assist with preparing event materials.
Manage the CIEE inventory and online store for swag, print collateral, and event materials, as well as shipping and receiving for events.
Assist with vendor communication and scheduling as directed by the Event Manager.
Assist with all aspects of the event as needed on-site: manage check-in, room sets, and support in operational areas.
Assist in post-event event follow up, including tabulating, summarizing, and distributing event feedback, evaluations, and registration payment adjustments.
Assist the Event Director in identifying, managing and updating event budgets and tracking all payments and invoices.
Site visits to future conference locations for planning as well as travel to the conferences will require domestic/and or international travel approximately five times per year.
Other duties as assigned.

Benefits

Paid time off and Parental leave
Gym Reimbursement Program
Employee Assistance Program
Short-term & Long-term Disability
6 floating Fridays (based on our eligibility rules)
CIEE Study Abroad and TEFL Program discounts
403(b) Retirement Plan with employer contribution
Insurance Coverage (life, travel, medical, dental, and vision)
Flexible Spending Accounts/Health Savings Account (medical and dependent)
Voluntary Benefits (identity theft protection, pet insurance, accident, and critical illness)