Sponsored Programs Seasonal Event Logistics Assistant

AFS-USA is part of a worldwide network of AFS partner organizations that work together to advance global education and foster meaningful connections across cultures. As the network’s largest partner, AFS-USA works to increase the global competency of U.S. citizens by providing a variety of international and intercultural learning experiences to individuals, families, schools, and communities. We are proud of our Staff from our national office in New York City as well as home offices across the county, who collaborate with our more than 2,000 AFS-USA Volunteers to deliver high quality programs and global education resources. These include immersion-based study abroad experiences in over 40 countries worldwide; opportunities to host foreign AFS exchange students; and global learning workshops and curricula for educators, schools and businesses.

AFS-USA works with the Youth Programs Division of the Bureau of Educational and Cultural Affairs of the Department of State to implement several fully funded scholarship programs, including the Congress-Bundestag (CBYX) Program, a US-German government initiative; and the Youth Exchange and Study Program (YES and YES Abroad), a public diplomacy initiative authorized by Congress in the aftermath of September 11, which builds bridges of international understanding between Americans and people in approximately 40 countries with significant Muslim populations; and the National Security Language Initiative for Youth (NSLI-Y) a language intensive program designed to build a core of US citizens knowledgeable in the languages and cultures of lesser taught languages.

Core responsibilities of the role include coordination of all planning and logistical arrangements for the annual volunteer, staff and alumni training event known as the ECA Programs Workshop to take place March 4 – 11, 2025, in the Washington, DC area which brings together approximately 150 AFS staff and volunteers. The incumbent will work with staff, AFS volunteers, alumni, and partner organizations to coordinate travel and logistics for all conference participants. The Sponsored Programs Seasonal Event Logistics Assistant will report to the Logistics Coordinator-Grants.

DUTIES/RESPONSIBILITES:

• Responsible for the logistic coordination and organization of the ECA Programs Workshop regarding venue booking, travel coordination and event material organization.
• Follow-up with venue representatives about details and needs of workshop, provide all on-site requirements and coordinate all pre-event requests.
• Assist with all necessary visa documents for international staff members.
• Prepare, print and organize all event-related documents.
• Coordinate follow-up communication to event attendees.
• Maintain an up-to-date knowledge of all event details and attendee lists.
• Supports the Team Lead with information/tasks related to the workshop.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

WORK EXPECTATIONS:

• The regular business hours of AFS-USA are Monday - Friday, 9AM - 5PM eastern. However, you may work a schedule outside of these hours dependent on the needs of your department. There will be times when hours will be altered due to seasonal fluctuations in workload and may include occasional weekend and/or evening work.
• We welcome candidates from throughout the U.S. for remote work however candidates located in New York City are preferred.
• Requires travel up to 10% time and work on nights and weekends
• The expected duration of this position begins in late-November and is expected to continue through April 2025. Applicants must commit to the full duration of the position.

SALARY:

• The compensation for this position is $18/hourly. This position is eligible for overtime pay and sick & safe time.

QUALIFICATIONS:

• 1+ year experience in Event planning, Tour agency or Customer service
• Bachelor’s degree in Logistics, Marketing, Tourism, International Relations is an advantage
• Fluent verbal and written English is a must
• Good Microsoft Office skills
• Strong organizational skills
• Ability to successfully prioritize and manage multiple tasks
• Ability to work well under pressure
• Experience/high level of comfort in an intercultural setting
• Ability to travel to Washington, D.C. for the March 4-11, 2024 event
• Ability to work extra hours on some evenings and weekends
• Sense of humor, a great attitude, flexibility and patience

COMMITMENT TO DIVERSITY:

AFS-USA is committed to maintaining a culture of diversity, inclusion, and equity. We welcome employees from all backgrounds to ensure that we have the best, most creative and diverse talent on our team.

NON-DISCRIMINATION:

AFS-USA is committed to a work environment in which all individuals are treated with respect and dignity. AFS-USA prohibits all forms of unlawful discrimination, harassment and retaliation, including behavior which targets an individual or group based on perceived or actual characteristics, such as but not limited to: race, color, religion, creed, sex (including pregnancy, childbirth and related medical conditions), national origin, age, disability, military service, veteran status, marital status, partnership status, sexual orientation, familial status, gender identity, gender expression, transgender status, genetic predisposition or carrier status, alienage, citizenship status, caregiver status, status as a victim of domestic violence, sex offense or stalking, unemployment status, status as a certified medical marijuana patient or any other legally protected classification.