Event Manager

International Studies Abroad (Isa) - Allentown, PA

Full-time - Mid Level

Allentown, PA

Educational Services

About the position

As an Event Manager at WorldStrides, you will serve as the first point of contact for customers, playing a crucial role in the planning and execution of various educational travel programs. Your proactive approach and strong knowledge of event products, policies, workflows, and platforms will be essential in ensuring a seamless experience for clients. You will be responsible for growing the Cook Around The World and Sing The World Programs by following up on referrals, leads, and former contacts. This role requires a keen understanding of program itineraries and inclusions, as well as the ability to manage all pre-program arrangements effectively. Your responsibilities will include client care, where you will negotiate and sign quotes and contracts, identify pricing, respond to client requests for information, and send out invoices. You will also organize all aspects of the event itinerary, coordinating transportation and accommodation arrangements, including motor coach and hotel bookings. During events, you will oversee overall event management, ensuring that all components run on schedule while liaising with suppliers and managing event staff. It is crucial to address any client concerns or issues immediately during the event, prioritizing the health and safety of all participants and implementing emergency management plans as necessary. Post-event, you will be responsible for reconciling invoices and following up on any client issues. You will also provide assessments on event components and recommend or implement process improvements on an ongoing basis. Representing World Class Vacations in a professional and ethical manner is paramount, and you will be expected to respond promptly to customer emails and voicemails, assist in answering phones during office hours, and adhere to personal and departmental performance goals. Your role will support WorldStrides' objectives while working with both internal and external customers, following current processes and procedures.

Responsibilities

• Grow the Cook Around The World & Sing The World Programs through follow up on referrals/leads and former contacts
• Assist in what programs itineraries and inclusions look like
• Responsible for all pre-program arrangements including client care, negotiating and signing quotes and contracts, identifying pricing, responding to client requests for information, sending out invoices
• Organize all aspects of the event itinerary
• Coordinate motor coach arrangements and hotel arrangements including submission of rooming lists and itineraries
• Responsible for overall event management during the events, including being on-site, liaising with suppliers, and overseeing event staff to ensure all components run on schedule
• Take immediate action to resolve any client concerns or issues while at the event
• Ensure the priority of health and safety of all participants, including implementation of emergency management/crisis plan if required
• Post-event, responsible for reconciliation of invoices (vendor and client) and follow up on any client issues
• Provide assessment on any event components and recommend/implement any process or program improvements on an ongoing basis
• Represent World Class Vacations in a professional and ethical manner at all times
• Promptly respond to customer emails and voicemails to address their concerns
• Assist in answering phones daily during office hours (currently 9 AM - 5 PM, Monday to Friday)
• Adhere to personal and departmental performance goals
• Support WorldStrides objectives when working with both internal and external customers by following current processes and procedures.

Requirements

• Must have Sales Experience and Organizational Skills
• Strong communication skills to handle group leaders and customer phone calls
• Must be willing to travel and manage events
• Experience managing the Cook Around The World Event and Beyond Backstage Broadway and Refresh (Universal Event)
• Ability to assist in acquiring lower airfares for Core High School groups

Benefits

• Excellent medical, dental, and vision coverage
• Life, accidental death and dismemberment, accident, critical illness, and disability insurance
• FSA healthcare and FSA dependent care
• HSA with employer contribution
• Generous 401k match
• 10 paid floating corporate holidays
• 1 paid volunteer day
• 25 PTO days to start, accruing up to 28 over 3 years
• 4 mental health days
• 5 bereavement days
• Tuition reimbursement up to $5,250 annually or $1,000 towards professional certification annually
• Opportunities for paid and discounted travel
• Flexible work schedule providing on-site, remote, and virtual office opportunities
• Encouraged participation in Employee Resource Groups and Diversity, Equity, & Inclusion council
• Fitness Center and café onsite at select locations
• Employee Assistance Program (EAP)
• Paid Parental, Caregiver, and Disability leave
• Team Member Discount Program