Program & Event Support Representative

hace 2 semanas

Mérida, Yucatán, México WorldStrides A tiempo completo

The Program & Event Support Representative will work closely with Event Experiences Director to provide administrative support that will help the team with the organization's aims and objectives.

The job entails daily support of planning and coordinating Envision programs and Performing Arts events. The role involves close attention to detail and streamlining communication between program teams, staff, vendors, and clients.

The Program & Event Support Representative will be expected to professionally handle confidential information such as contracts and department budgets.


The responsibilities are:

  • Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Partner with members of the Programs & Events team to arrange meetings and organize action items.
  • Research and maintain relationships and communication with professionals outside of the organization. Including but not limited to, adjudicators, speakers, vendors, and venues.
  • Work internally with Program Management, Finance, Sales, Account Management and Marketing teams to determine program and event requirements.
  • Financial tracking and oversight of deposits and invoices with all internal stakeholders to ensure that programs remain within budget.
  • Serve as liaison to field teams for assigned programs in the office and at program sites. Work closely with marketing, sales, and program management team in the office on event development and alignment with program needs and goals.
  • Create logistics materials for use by prograM/Field teams to enhance execution of arranged performing and program events.
  • Collaborate with leadership to maintain organization VIP relationships.
  • Oversee administrative functions, including drafting and managing contracts, monitoring compliance with program budgets, and maintaining accurate planning and event documents.
  • Develop and distribute RFPs, financially model as needed that meet program specifications and allow the assumption of minimum risk and liability.
  • Organize and store agreements provided by the Event Experiences Director including those of a sensitive or confidential nature.
  • Provide field support for applicable program events across the United States.
  • Conduct postprogram debrief with staff, speakers, and adjudicators to review venue and vendor performance, function space changes and any issues/concerns that should be addressed.

Requirements:

  • Excellent interpersonal skills and the ability to build relationships with crosscultural stakeholders, including Staff and external partners.
  • Exceptional oral and written communication skills
  • Detail oriented with ability to prioritize and work on various projects simultaneously
  • Strong organizational and time management skills
  • Ability to work autonomously within a small team environment
  • Demonstrated proactive approaches to problemsolving with sound decisionmaking capability.

Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.


  • Demonstrated ability to achieve highperformance goals and meet deadlines Work in a Hybrid environment, in office and from home.

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