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Summary of Position:
Under the supervision of the Director, Work Exchange Programs and with guidance from the High School Programs Operations Manager, the Manager, Events and Travel is responsible for the budgeting, planning, and execution of travel and events for CIEE’s Work & Travel USA and USA Inbound High School programs. This position is also responsible for the planning and execution of CIEE’s International job fairs and seminars, domestic client seminars, and student orientations. The Manager, Events and Travel will work with cross-functional teams, travel services, and other suppliers to ensure that internal and external customer expectations and budget goals are met or exceeded.
Primary Responsibilities
1. Develop, budget, and execute CIEE events and associated travel arrangements, primarily international
- Work with Director to develop event concepts, budgets and trip itineraries
- Plan logistics of international and national events including liaising with CIEE’s travel agent on flight arrangements for staff and external clients, booking in-country overnight and ground transportation, follow up on invoices and bill for travel expenses
- Responsible for ensuring completion of soliciting, booking, contracting, planning, coordinating, and executing all events for CIEE Work & Travel Hiring Events, Employer Forum and Partner Training, and for USA Inbound High School Team within agreed budgets in over 40 international cities
- Track costs of extra services requested by travelers; prepare and track invoices to recoup costs
- Conduct research and maintain records of options for events in over 40 international and domestic cities, based on research and feedback from previous events
- Responsible for working with other departments in staffing and managing the USA High School incoming orientations
2. Report on progress
- Effectively communicate event planning status and results to other members of the Work Exchanges and High School teams
- Share rationale for decision-making based on analysis, venue evaluation and selection, menu planning (when necessary), room scheduling, equipment needs, and other associated services
- Track expenditures relative to budgets, report regularly to Director
3. Maintain relationships and staff management
- Effectively manage the roles and responsibilities of two Events and Travel Coordinators
- Interact with and provide information to multiple teams and constituencies across the company and externally
- Negotiate terms and maintain productive, professional relationships with multiple vendors
- Work productively with overseas agents and field staff to plan events
4. Additional responsibilities
- Some travel required; business trips include overseas scouting trips of potential event locations and possible visits to potential U.S. event locations
- Provide 24-hour on-call logistical support for trips throughout the year
- Perform miscellaneous job-related duties as assigned
Knowledge & Skill Requirements:
- Bachelor’s degree from a four-year College or university required
- Related work experience with demonstrable project management required
- Meeting/event planning for international events preferred
- Strong verbal and written communication skills
- Strong organizational skills with incredible attention to detail
- Incredibly proactive and able to work in a fast-paced environment
- Demonstrated ability to work with people, both in gathering information and communicating project direction and status
- Ability to investigate and analyze information to draw conclusions and solve problems with a clear and efficient consideration for time
- Skill in examining and re-engineering ideas, events and productions
- Skill in creating a repeatable method for planning resulting in the well established execution of project critical path schedules
- Strong ability to multi-task while overseeing daily project management, risk mitigation, and resource estimations
- Technology Skills – Experience with Microsoft Office Suite tools required
- Familiarity with flight booking and contract negotiation preferred
- Knowledge of international geography, demographics and foreign language(s) a plus
Due to federal regulations a background check will be conducted as a condition of employment.
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