Coordinator, Events and Travel

Council on International Educational Exchange (CIEE)
  • Location
    Portland, Maine
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Apr 03

Position description

A nonprofit, non-governmental organization, CIEE is the world leader in international education and exchange.  For 70 years CIEE has been committed to bringing the world together through meaningful international exchange programs to help humanize international relations – all students, all nations.  Driven by this purpose, CIEE has helped thousands of people gain the knowledge and skills necessary to live and work in a globally interdependent and culturally diverse world by offering the most comprehensive, relevant, and valuable exchange programs available.  Serving over 400 U.S. College and University consortium members, CIEE operates sixty-five study centers in forty-five countries that support study abroad programs for over 10,000 students annually.  In addition, as the largest sponsor for U.S. Department of State J-1 Visa programs, CIEE helps nearly 30,000 international students participate in U.S. based exchange programs annually.  CIEE programs and services span study abroad, teach abroad, international faculty development seminars, and inbound exchange study, work, and internship programs for today’s high school and university students, professionals, and educators.

CIEE strives to lead a robust community of international program providers and sponsors through innovation, exemplary service, and exceptional efficiency. Our success depends on having the very best professionals. We are committed to recruiting and retaining the best people in the industry, particularly those who are passionate about international education, are self-starters with high levels of energy and autonomy, and are dedicated to exceed expectations in every challenge. We foster excellence through tapping the skills of a diverse workforce and promoting a dynamic environment where talented individuals of differing perspectives and cultural backgrounds work together to advance our mission.

Summary of Position:                     

Under the supervision of the Manager, Events and Travel, the Coordinator will assist with the planning and execution of CIEE staff and client travel for Work Exchanges. The Coordinator will be responsible for the preparation of event logistics and the successful delivery of these events for CIEE. The Coordinator will collaborate with many teams at CIEE and travel and event suppliers (including but not limited to travel agents, hotels, venues, restaurants and transportation companies) throughout the planning and execution process to ensure that internal and external customer expectations are met or exceeded 

Primary Responsibilities:

  • Assist with the development and execution of domestic and international events and associated travel arrangements, including assisting with contracting with hotels, selecting group flights, making travel bookings, food and beverage research and menu selection, and ground transportation. 
  • Utilize event registration software to create events and to maintain accurate records of traveler names, details, and special flight requests.
  • Assist with visa document collection, completing applications and submitting and tracking visa processing for internal and external clients.
  • Support virtual hiring events by overseeing the organization and delivery of food and beverage services for attendees.
  • Responsible for compiling essential logistics information into binders and presenting this information to travelers prior to departure.
  • Create, send and track invoice requests for extra traveler costs.
  • Assists with tracking expenses relative to budgets by collecting invoices, sending payments and organizing receipts for reconciliation purposes.
  • Collaborate effectively across teams and maintain productive, professional relationships with vendors, international representatives and client travelers
  • Some international and domestic travel required; 10-15%; business trips include attendance of overseas hiring events and possible visits to domestic locations.
  • Provide 24-hour on-call logistical support for trips throughout the year.
  • Other job-related duties as assigned.


Knowledge and Skill Requirements:

  • Bachelor’s degree required from four-year college or university.
  • Related work experience in booking flights for international travel preferred.
  • Strong organizational skills with exceptional attention to detail and ability to multitask
  • Strong verbal and written communication skills and ability to work with a diverse group of people
  • Proactive and able to work in a fast-paced environment.
  • Ability to investigate and present information so that others can easily draw conclusions and solve problems with a clear and efficient consideration for time.
  • Skill in creating a repeatable method for planning resulting in the well established execution of project critical path schedules.
  • Experience with Microsoft Office Suite tools 
  • Knowledge of international geography, demographics and foreign language(s) a plus.

Work Environment Requirements: 

  • Ability to perform the essential functions of the position listed above
  • Lifting: 0-25 lbs; frequency of lifting: infrequent
  • Ability to speak and listen on a telephone 
  • Ability to type, and view a computer screen 
  • Ability to bend and sort paperwork in a filing cabinet

CIEE’s typical work week is Monday-Friday, forty hours per week.  Regular work schedules may vary based on business needs.

Application instructions

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