Events Manager

What you’ll do:

Events 

Collaborate on the following events:

• Triannual HSOB team trainings (domestic): three annual internal in-person meetings designed to align the High School Outbound team on strategies and goals.
• Annual Global Education Summit (domestic): A conference for 300+ high school educators that focuses on professional development, networking, and program growth opportunities.
• Annual summer site visits (international): Multi-location international trips for top-sending educators, giving them the chance to observe CIEE’s summer programs firsthand.
• Other events as assigned.

Project Management: Drive the planning and execution timeline of all HSOB events, in collaboration with the CIEE Events team.

• Develop the brief for each event to align the HSOB and Events teams on goals, requirements, and success metrics.
• Chair all event planning meetings. Summarize and distribute notes internally.
• Help define the theme, scope, and needs of each event. Contribute to discussions on event flow, agenda, and keynote speaker needs.
• Develop the detailed project timeline for each event. Assign tasks and own internal follow-ups with key contributors to keep material developments and plans on schedule.
• Track the status of all event plans and provide leadership with regular updates.
• Lead the administrative "wrap-up," of the event including distributing evaluations, tabulating feedback, summarizing data, and distributing comprehensive outcome reports to the team.
• Assist with on-site logistics at in-person events.

Logistics: Execute events on schedule and in keeping with overall strategic and budget goals.

• Coordinate all pre-event logistics for internal trainings - including registration, travel, catering, payment collection (if applicable), and more as required.
• Work with third party contractors to solicit contract proposals. Review contracts and collaborate on venue decisions that will meet the needs of the team.
• Conduct regular audits of all event expense reports to ensure all costs are accurately coded.
• Collaborate with the finance team to resolve coding discrepancies and maintain clean financial records for post-event reporting.

Communication:

• Develop communication plans for event promotion to attendees and core audiences. Work with HSOB Sales and HSOB Communications Manager to develop copy and integrate event communications into the sales and CIEE communications calendar.
• Serve as the primary point of contact for event inquiries from participants, presenters, and staff.

Promotion:

• Collaborate with HSOB Marketing Manager and HSOB Marketing Coordinator to develop digital campaign materials to promote the events across CIEE socials.
• Oversee social media strategy for events and coordinate on-site content collection with internal or freelance photographers and videographers.
• After the event, work with the HSOB Marketing team to distribute content across channels, including email, social, web, and SEO.

Other duties as assigned:

Success in the role looks like:

• Keeping all stakeholders on task and events on budget through proactive project management and budget tracking.
• Ensuring a smooth experience from pre-event planning through on-site execution and post-event follow-up, leaving no loose ends.
• Effectively leveraging event content and data to position CIEE as an industry leader across web, social, and email channels.
• Collaborate with the Sales and Marketing team to include events in the broader departmental strategy, editorial calendar, and communications plan.

What you’ll bring:

• Bachelor's degree.
• 3+ years of experience in event planning, project management, or another related field required. (Experience with high school populations or in education is a plus).
• The ability to handle multiple tasks and priorities simultaneously.
• Strong project management skills, particularly attention to detail and the ability to complete assigned tasks efficiently, accurately, and in a timely manner.
• The ability to work well independently and proactively to complete projects and be able to delegate tasks effectively to team members.
• Advanced skills in MS Office (especially Excel and Teams) and experience with web-based collaboration tools. Proficiency in Canva, Salesforce, and Asana is a significant plus.
• Strong communication skills, both written and verbal, and the ability to communicate with multiple audiences.
• Strong customer service skills.
• Strong interpersonal skills and flexibility - able to respond quickly to changing circumstances.
• Personal experience living or studying abroad is preferred.
• Some evening and weekend work may be required. Occasional domestic and international travel may be required to support on-site event operations.