Introduction to CIEE
CIEE is a renowned non-profit study abroad and intercultural exchange organization that has been transforming lives and building bridges between individuals and nations for over 75 years. Our mission is to provide high-quality international exchange and study abroad programs that help people develop skills for living in a globally interdependent and culturally diverse world. We operate the largest non-profit network of study abroad locations, with facilities and staff in 29 countries, and help international participants from over 140 countries come to the USA each year. Our team of professionals is committed to excellence and dedicated to advancing our mission to make the world a more peaceful place.
About the Role
We are seeking an experienced and skilled Events and Travel Assistant to join our team on a temporary basis. As an Events and Travel Assistant, you will play a crucial role in providing logistical and administrative assistance in key program activities, working closely with the Events Manager and Events Coordinator to support all types of events throughout the year. This is a remote work opportunity, and we are looking for a highly organized and flexible individual who can work independently and as part of a team.
Key Responsibilities
- Work closely with the Events Manager and Events Coordinator to assist with project management and coordination of key logistics for multiple co-occurring events, including High School Inbound Spring and Fall meetings, VIP Trip, New York Student Orientation, Annual International Exchange Conference, Work and Travel hiring events, and other miscellaneous events.
- Communicate effectively across CIEE teams and with different external stakeholders, including vendors, partners, and attendees.
- 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.
- Collaborate with the Marketing Team to develop and distribute event communications materials, such as invitations, registration forms, RSVP lists, name tags, signage, agendas, and other materials as needed.
- Facilitate changes to travel plans as needed and oversee flight bookings with partnering travel agencies.
- Work closely with partnering Destination Management Companies (DMCs) to book ground transportation and excursions.
- Monitor deposit schedules and assist with vendor payments, keeping detailed records of all payments made to vendors in established spreadsheets.
- Utilize Microsoft Excel for tracking event details, budgets, and reporting.
Essential Qualifications
- Bachelor's Degree in a related field, such as events management, hospitality, or communications.
- Experience in events planning or a similar role, preferably in a non-profit or educational setting.
- Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Strong, professional, written and verbal communication skills, with the ability to respond helpfully to a variety of personalities and needs.
- Proficiency in Microsoft Word, Excel, and Outlook, with knowledge of Salesforce and other IT skills helpful.
- Proficiency in event management software, preferably Cvent, for registration and attendee management.
- Ability to remain flexible, shifting between projects based on seasonality of the program, and willingness to provide personalized, elevated service to clients and attendees.
Preferred Qualifications
- A minimum of 3 years of relevant experience in events planning or a similar role.
- Intercultural communication experience, with the ability to work effectively with people from diverse backgrounds and cultures.
- Knowledge of study abroad and international exchange programs, with a passion for promoting cultural understanding and exchange.
- Experience working with non-profit organizations, with a commitment to advancing our mission to make the world a more peaceful place.
Career Growth Opportunities and Learning Benefits
At CIEE, we are committed to the growth and development of our employees. As an Events and Travel Assistant, you will have the opportunity to work on a wide range of events and projects, developing your skills and expertise in events management, marketing, and communications. You will also have the chance to work with a diverse team of professionals, learning from their experiences and perspectives. We offer a range of training and development opportunities, including workshops, webinars, and conferences, to help you advance your career and achieve your goals.
Work Environment and Company Culture
At CIEE, we pride ourselves on our fast-paced, international, diverse, and collaborative work environment. Our team is committed to excellence, and we work together to achieve our mission to make the world a more peaceful place. We offer a range of benefits, including flexible working hours, remote work opportunities, and a comprehensive benefits package. We are also committed to diversity, equity, and inclusion, and we welcome applications from candidates from underrepresented groups.
Compensation, Perks, and Benefits
We offer a competitive salary and benefits package, reflecting your skills and experience. Our benefits include health, dental, and vision insurance, 401(k) matching, and paid time off. We also offer a range of perks, including flexible working hours, remote work opportunities, and professional development opportunities.
Conclusion
If you are a highly organized and flexible individual with a passion for events management and international exchange, we encourage you to apply for this exciting opportunity. As an Events and Travel Assistant at CIEE, you will have the chance to work on a wide range of events and projects, developing your skills and expertise in events management, marketing, and communications. You will also be part of a fast-paced, international, diverse, and collaborative team of professionals, committed to advancing our mission to make the world a more peaceful place. Don't miss out on this opportunity to join our team and make a difference in the world.
We encourage you to apply, even if you feel you're not a perfect match. We are looking for great people to join our friendly team, and we welcome applications from candidates from underrepresented groups. Due to federal regulations, a background and reference check will be conducted as a condition of employment.
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