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Event Coordination Specialist

2 months ago

Allentown, Pennsylvania, United States WorldStrides Full time

Company Overview

WorldStrides stands as the premier authority in educational travel and experiential learning. Established in 1967, the organization has evolved from offering middle school travel experiences to Washington, D.C., to providing a diverse array of programs that reach over half a million students annually across more than 100 countries. Our offerings encompass educational travel, performing arts, language immersion, career exploration, service-learning, study abroad, and sports, each designed to broaden students' perspectives beyond the classroom.

Position Summary

In the role of Event Coordination Specialist, you will serve as the initial point of contact for customer inquiries. This position requires a proactive individual with a comprehensive understanding of event-related products, policies, workflows, and platforms.

Key Responsibilities:

  • Enhance the Cook Around The World & Sing The World Programs by following up on referrals, leads, and previous contacts.
  • Assist in developing program itineraries and inclusions.
  • Manage all pre-event arrangements, including:
    • Client relations; negotiating and finalizing quotes and contracts, determining pricing, responding to client inquiries, and issuing invoices.
    • Event logistics; coordinating all elements of the event itinerary.
    • Transportation and accommodation; arranging motor coach services and hotel bookings, including the submission of rooming lists and itineraries.
  • During events, oversee overall event management; this includes being present on-site, coordinating with suppliers, and supervising event staff to ensure all components operate smoothly.
  • Address any client concerns or issues immediately during the event.
  • Prioritize the health and safety of all participants, including the implementation of emergency management plans as necessary.
  • Post-event, handle the reconciliation of invoices (both vendor and client) and follow up on any client matters.
  • Provide assessments on event components and recommend or implement ongoing process improvements.
  • Represent World Class Vacations with professionalism and integrity at all times.
  • Undertake any additional responsibilities as assigned.

Work Benefits

  • Dynamic and engaging work environment.
  • Comprehensive medical, dental, and vision insurance, along with life and disability coverage, flexible spending accounts, and a generous retirement plan.
  • Generous paid time off, including corporate holidays, volunteer days, and mental health days.
  • Tuition reimbursement and support for professional certifications.
  • Opportunities for travel at reduced rates.
  • Flexible work arrangements, including on-site and remote options.
  • Encouragement of participation in Employee Resource Groups and Diversity, Equity, & Inclusion initiatives.
  • Access to on-site fitness facilities and cafes at select locations.
  • Employee Assistance Program (EAP).
  • Paid parental and caregiver leave.
  • Team member discounts.

Commitment to Diversity

WorldStrides is dedicated to fostering a diverse workforce and creating an inclusive environment. We welcome applications from all qualified individuals, regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.