Description

Position: Office Event Coordinator / Social Committee Chair

Organization: American Institute for Foreign Study (AIFS)

About AIFS:
Since 1964, the American Institute for Foreign Study has been a leader in international education, offering cultural exchange and educational opportunities to over 1.8 million young people worldwide.

Objective:
The Office Event Coordinator is tasked with planning, organizing, and executing a variety of events for the Stamford office. This role also leads the Stamford Social Committee, consisting of 10–12 members. The primary goal is to align events with AIFS’s mission and culture, fostering a fun and engaging environment that enhances teamwork and employee morale.

Responsibilities:

Event Planning & Coordination

• Lead and schedule Social Committee meetings.
• Collaborate with the Committee to brainstorm ideas, assign tasks, and send post-meeting summaries.
• Plan and organize office events such as team-building activities, holiday parties, and social gatherings.
• Develop detailed event plans including objectives, themes, budgets, timelines, and logistics.
• Oversee selections for: venue, catering, décor, audio-visual equipment, and invitations.
• Negotiate contracts with vendors and suppliers.
• Oversee event supplies and purchase materials as needed.

Budget Management

• Obtain the annual budget from the Chief of Staff (COS) and plan events accordingly.
• Develop and manage event budgets, ensuring efficient management of expenses.

Communication & Promotion

• Collaborate with the Social Committee team to promote events via email, intranet, and/or internal newsletters.
• Create materials, invitations, and event-related communications to send to staff.
• Organize raffle prizes for event attendees.
• Create event sign-up surveys as well as surveys to staff after events to gauge overall satisfaction

Onsite Event Management

• Oversee event execution, including setup, breakdown, catering, entertainment, and logistics.
• Address any issues during events to ensure a seamless and enjoyable experience for attendees.

By fulfilling these responsibilities, the Office Event Coordinator plays a crucial role in cultivating a positive work environment, strengthening employee relationships, and contributing to the organization's overall success and culture.

Qualifications

Requirements:

• Proven experience as an event coordinator, ideally in an office or corporate setting.
• Leadership abilities while being collaborative and approachable
• Strong organizational and time-management skills, with the ability to handle multiple projects simultaneously.
• Excellent interpersonal and communication skills, capable of working effectively across all organizational levels.
• Creativity and innovation in event planning and execution.
• Detail-oriented with strong problem-solving abilities.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint); experience with SurveyMonkey and Adobe Photoshop preferred.
• Passion for creating positive workplace experiences and enhancing employee engagement.

Work Environment:

• Part-time position
• Location: AIFS Headquarters in Stamford, Connecticut
• Weekly Hours: 14 hours per week. This includes regular attendance on Tuesdays & Wednesdays and participation in all Social Committee events on the same days. (May occasionally require a few additional hours for an evening event once or twice a year.)

EEO Statement

AIFS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected federal, state, or local laws. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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