University Study Abroad Planner

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee all aspects of comprehensive university study abroad programs of varying sizes and scopes, including group air travel, accommodations, and transfers.

• Act as the main point of contact for clients involved in study abroad initiatives.

• Identify and arrange air charters, hotels, meeting venues, transportation, team meals, and audiovisual needs.

• Provide hotels with detailed rooming lists, updates, and team itineraries.

• Request and examine final folios and invoices, then relay them to coaches and universities.

• Manage programs from inception to execution, encompassing objectives, supplier contracting, cost estimation, implementation, and reconciliation.

• Conduct discovery calls and engage with clients to ascertain their meeting requirements, goals, and objectives.

• Involve internal stakeholders in the planning process for programs.

• Recommend destinations and submit electronic Requests for Proposals (eRFPs) via Cvent.

• Generate precise documents and reports for clients and vendors.

• Negotiate with suppliers and finalize contracts that cover terms, deadlines, cost efficiencies, and concessions.

• Ensure timely execution of contracts between involved parties.

• Provide meeting owners and requesters with summaries of terms, deadlines, total costs, and deposit requirements.

• Document budgets, expenses, savings, and contract statuses in Cvent or relevant systems.

• Travel onsite with programs as necessary while maintaining a professional demeanor.

• Oversee program reconciliation, invoicing, accounts payable, and accounts receivable.

• Follow up to guarantee prompt payment processing and revenue reconciliation.

• Deliver exceptional service, manage relationships with meeting owners, and offer professional insights.

• Secure repeat business opportunities.

• Undertake additional duties as assigned.

⛳️ Requirements

• A high school diploma or equivalent is mandatory.

• A minimum of 3 years of experience in meeting planning is required.

• At least 3 years of experience with Cvent is necessary.

• Proficiency in Sabre is a requirement.

• Familiarity with Google Suite is essential.

• Experience with university students and athletic groups is advantageous.

• Strong understanding of both domestic and international destinations, hotel brands, and venues.

• General knowledge of e-RFPs, registration technology, and online booking tools used in events is required.

• Proficient in Microsoft Office Suite.

• Capability to perform basic mathematical calculations.

• Ability to read and interpret various types of information.

• Strong attention to detail.

• Capacity to work independently as well as collaboratively within a team.

• Professional written and verbal communication skills.

• Ability to meet deadlines and manage multiple requests simultaneously.

• Creative and analytical thinking with robust problem-solving and consulting abilities.

• Ability to remain composed under pressure and contribute proactively.

• Willingness to work evenings, weekends, and extended hours during peak periods.

• Regular and dependable attendance is required.

• Ability to travel onsite with programs as needed.

🏝️ Benefits

• Company Paid Basic Life & AD&D Insurance.

• Company Paid Short-Term Disability.

• Voluntary Long-Term Disability Insurance.

• Comprehensive Wellness Program with incentives available to reduce your medical insurance premiums.

• Supplemental Life; Accident; Cancer; Critical Illness; Identity Theft Protection, and Legal Coverage.

• Three medical plan options, including a High Deductible Health Plan, an HMO plan (available in select states), and a Co-Pay medical plan.

• Health Savings Account (HSA) with company core contributions and match, on a per pay period basis for those enrolled in the HDHP medical plan.

• Flexible Spending Accounts.

• Dependent Care Savings Account.

• Dental Insurance Plan.

• Vision Insurance Plan.

• 9 Company Paid Holidays, including the day after Thanksgiving.

• Generous paid time off policies for vacation and sick days.

• Employee Assistance Plan providing access to Talk Space Therapy.

• Family Medical Leave.

• Paid Parental Leave (4 weeks).

• Maternity benefits utilizing company-paid Short-Term Disability, plus Parental Leave (4 weeks).

• Bereavement Leave.

• 401(k) Retirement Plan with a generous match per pay period.

• Student Loan Payment Match.

• Flexible work environments.