Events Assistant-Temporary at CIEE Inc

, , United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jul, 26

Salary

0.0

Posted On

04 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event planning, Project management, Logistics coordination, Cvent, Microsoft Excel, Asana, Budget tracking, Vendor management, Time management, Communication, Travel coordination, Data reporting, Problem-solving, Attention to detail, Customer service

Industry

Education Administration Programs

Description

Position: Seasonal Coordinator, Hiring Events Team- Temporary Reports to: Manager, Events & Travel Department: Marketing Location: Remote Who we are: 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. Why work with us: * You will change the world. CIEE builds bridges between people, countries, and 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 77-year-old mission to make the world a more peaceful place. Who you are: 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. What you’ll do: Specific Tasks: * 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. What you’ll bring: The ideal candidate will possess: * 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. * An intercultural communication experience is a plus. * 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. CIEE believes that professionals with varied backgrounds bring unique approaches and ideas to solving problems and advancing our mission to bring the world together. Qualified candidates from underrepresented groups are strongly encouraged to apply. Due to federal regulations, a background and reference check will be conducted as a condition of employment.

Responsibilities

The Events Assistant will support the project management and coordination of logistics for various meetings, tours, and conferences. Responsibilities include managing registrations, coordinating vendor services, tracking budgets, and serving as an on-site point of contact during events.