Events Coordinator

Status: Full-time, exempt

Schedule: 37.5 hrs./week, M-F, 8.30a.m. – 4.30p.m, including occasional evening and weekend work based on seasonal business needs/position requirements.

Note: This is an exempt position. Early-morning hours may be necessary on occasion.

Reports to: Chief of Staff

Direct reports: None

Start date: ASAP

Location: Chicago, IL, USA (hybrid)

 

About Us:

IES Global is a not-for-profit study abroad and internship provider dedicated to transforming the lives of nearly 10,000 students annually through unparalleled study abroad experiences. From our headquarters in Chicago, we offer 400+ programs in 85 locations worldwide, partnering with 500 colleges and universities to create authentic educational experiences that exceed expectations.

IES Global comprises a collective of brands including IES Abroad, IES Internships, Customized & Faculty-Led Programs, and the Study Abroad Foundation (SAF). We champion meaningful academic and cultural education, integrate diverse perspectives, prioritize student health and safety, and strive to better the world through our Global Good Commitment.

For nearly 75 years, we have been a trusted leader in global education, committed to diversity, equity, inclusion, and anti-racism. We actively recruit underrepresented students and provide millions in scholarships each year, celebrating a diverse student body that reflects the vibrant cultures we engage with. Our commitment extends to our diverse team, fostering an inclusive, welcoming workplace where talents from various backgrounds collaborate and grow.

Join us at IES Abroad and become part of a community dedicated to creating global leaders and life-changing experiences.

 

Overview:

The Events Coordinator is a vital member of the President’s Office, reporting directly to the Chief of Staff. In this role, the Events Coordinator will provide comprehensive coordination and administrative support to facilitate the planning, execution, and follow-up of a wide range of organizational events. This includes high-profile meetings such as the Board of Directors’ meetings, academic governance committee meetings, the Center Directors’ & Program Managers’ meeting, domestic staff meetings, and the Annual Conference, including the organization’s annual Study Abroad Film Festival event. Additionally, the Events Coordinator will support a variety of other events, including familiarization (FAM) trips, Advisor Workshops Abroad, alumni reunions, Center reviews, and more, working closely across multiple business lines and departments to ensure seamless event management.

 

Key responsibilities will include managing event logistics, coordinating with internal teams and external vendors, handling the preparation and distribution of materials, tracking action items, and ensuring that each event aligns with organizational goals. The Events Coordinator will also assist in developing event agendas, managing event budgets, and ensuring that events are executed on time and within budget. By supporting a wide range of events, this role will be instrumental in promoting organizational cohesion and delivering high-quality experiences for all stakeholders.

 

Job Responsibilities:

• Support the Chief of Staff in planning and executing organizational events by managing key administrative and logistical tasks.
• Assist with event-related financial processes, including processing expense reimbursements, tracking invoices, and ensuring budget adherence in collaboration with the Chief of Staff.
• Manage hotel room blocks for attendees, including reservations, rooming lists, and coordination with hotel staff to ensure smooth accommodations.
• Under the direction of the Chief of Staff, oversee contract administration by coordinating with vendors, ensuring agreements are properly reviewed and approved by the Legal team.
• Facilitate travel arrangements for event attendees and speakers, ensuring seamless coordination of flights, ground transportation, and accommodations.
• Under the direction of the Chief of Staff, coordinate the preparation and distribution of event materials, such as agendas, name badges, attendee lists, and materials packets, ensuring all materials are accurate and available on time.
• Maintain event registration records, tracking participant sign-ups, cancellations, and special requests, and providing regular updates to the Chief of Staff.
• Manage post-event follow-ups, including collecting feedback, compiling reports, and ensuring timely completion of outstanding action items.
• Support venue logistics, assisting in domestic site visits, gathering venue specifications, and ensuring setup details align with event needs.
• Communicate with vendors regarding event logistics, including catering, audiovisual services, and transportation, under the direction of the Chief of Staff.
• Assist the Chief of Staff in the development and management of event budgets, providing administrative support to ensure expenses align with organizational guidelines.
• Ensure compliance with organizational policies, supporting event-related risk management and contract execution in collaboration with internal teams.
• Help facilitate event communication by preparing and sending invitations, reminders, and logistical updates to attendees.
• Work cross-functionally with departments to address event-related needs, ensuring smooth coordination between stakeholders.
• Provide administrative assistance to the Chief of Staff, handling additional tasks as needed to support executive priorities and event operations.
• Maintain organized records for event-related contracts, budgets, and planning documents to ensure accessibility and transparency.

 

Required Skills/Qualifications:

• 1-3 years of related event management experience, or the equivalent combination of experience from which comparable knowledge and abilities can be acquired
• Must possess strong analytical abilities and experience with strategic planning processes and procedure;
• Ability to maintain confidential information with tact and discretion;
• Strong writing, editing and presentation skills;
• Understanding of the importance of setting a proper tone for the President's Office;
• Minimum of 1-3 years of experience with Word, Excel, PowerPoint and content/information sharing tools;
• Outstanding communication skills including the ability to articulate progress, concerns, and recommendations in a concise and timely manner;
• Project, time management, and problem-solving skills with a commitment to continuous improvement;
• Excellent interpersonal and organizational skills with superb attention to detail;
• Ability to work and communicate effectively with staff at varying/all levels of organization, including external advisors;
• Ability to manage multiple projects;
• Ability to work independently and exercise sound judgment;
• Ability to be flexible and highly adaptive to change and;
• Ability to multitask and expedite processes.

 

Hiring Salary Range

$65,000-$75,000

 

Benefits Eligible

Yes

 

IES Abroad offers a wide range of benefits for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found on our website: https://www.iesabroad.org/about/careers

 

How to Apply:

All applicants should submit an application including cover letter, resume, and salary requirements by clicking 'Apply' at the top of this page.

 

Please visit  www.IESabroad.org for more information about working at IES Abroad. If you require an accommodation with the application process, please email us: [email protected].

 

Equal Opportunity Employment:

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee's abilities and promoting workforce diversity.

 

We are proud to be an equal opportunity employer, and do not discriminate against any applicant on the basis of race, color, ancestry, sex (including pregnancy), age, national origin, citizenship, religion, marital status, disability, sexual orientation, gender identity and/or expression, veteran status, and/or any other status protected by applicable laws.