Partners of the Americas (Partners) is seeking an On-site Seminar Logistics Coordinator for the a two-day professional development seminar located in New York City for the third of the Career Connections: Seminars for U.S. Exchange Alumni. The seminars will engage U.S. alumni of U.S. Department of State programs by providing them an opportunity to leverage skills and experiences gained through their exchanges to prosper in a globalized world and marketplace.

The On-site Seminar Logistics Coordinator will work closely with Partners’ and State Department staff on seminar implementation components involving seminar planning and providing logistical guidance for seminar participants and presenters. They will report directly to the Senior Program Officer.
 
Key Tasks & Deliverables:
  • Travel to seminar venue as needed to meet with venue representatives and local vendors;
  • Support vendor relationships and ensure compliance with all parties offering services such as catering, lodging, transportation, meeting space, audio/visual, and other needs for the seminar;
  • Recruit and manage volunteers to support logistical needs at the seminar;
  • Assist seminar participants and presenters while on-site including guiding them on where they need to be, answering questions, and other accommodation needs;
  • Lead set-up and break-down needs in the days leading up to and on the day of the seminar including liaising with catering, venue, audio/visual personnel to clarify roles and ensuring timely and efficient transitions of planned seminar sessions; and
  • Prepare and submit event expense reports and support with processing invoices and payments to vendors.
Required Availability, Skills and Experience:
  • Availability/proximity to New York City metropolitan area required. Ability to travel as needed;
  • Immediate availability between August 15th – November 8th, 2019.
  • Availability on an as needed basis (30 – 40 hours total) beginning in August for Seminar Planning phone calls with team and for on-site support during the week of October 21st – 25th, 2019;
  • Experience and passion for event planning is a must, including event management aspects such as marketing, catering, presentation technology, budget management, and logistics;
  • Must be a good communicator, capable of dealing with the different needs of participants, presenters, catering staff, and venue personnel;
  • Ability to handle multiple tasks in various settings;
  • Highly-organized and detail oriented a must;
  • Positive and flexible personality, open to working with people from diverse backgrounds;
  • Strong English communication, both oral and written; and
  • Experience with international exchanges preferred (as participant or coordinator, current U.S. Alum status is highly desired).