Program Coordinator - Performing Arts

Company Introduction

WorldStrides is the global leader in educational travel and experiential learning. The company was founded in 1967 to provide middle school travel programs to Washington, D.C. and has grown to provide a wide range of programs for more than half a million students annually to over 100 countries around the world. WorldStrides offers experiential learning programs in educational travel, performing arts, language immersion, career exploration, service-learning, study abroad, and sports. Each of these experiences helps students to see beyond the classroom and to see the world – and themselves – in new ways.

Job Description: 

The Program Coordinator, Group Events assists with planning, coordinating, and supporting on-site execution of performing arts events and other group programs as applicable. This role manages event logistics, vendor and venue relationships, seasonal field staff, program budgets and administrative tracking while ensuring an outstanding participant experience. The Program Coordinator partners cross-functionally with Sales, Marketing, Account Management, Finance and Program Management and reports to a Program Manager. The position is seasonal in nature and may require travel within the US, Canada and Europe.

Responsibilities: 

• Assist the Program Manager to develop and refine program content, training curricula and participant resources in collaboration with the Program Manager, including facilitator guides, participant handouts, evaluation forms and briefing packets; maintain and update shared program templates and resource libraries.   

• Research, recruit and maintain relationships with external professionals (venues, adjudicators, theatre and performing artists, clinicians, vendors); negotiate and confirm contracts, coordinate scope of services and performance expectations, and support VIP/partner engagement.   

• Produce detailed event logistics plans, run-of-show documents, floor plans and transportation schedules.   

• Create and distribute logistics materials, event schedules and on-site documents to support field teams and vendors.   

• Coordinate logistics with venues for room setups, technical requirements, catering and housing; manage inventory, equipment ordering, storage and returns.   

• Maintain planning documents and shared project trackers; monitor program budgets, track deposits and invoices, coordinate payment timelines with Finance, and assist with budget forecasting, expense reconciliation and vendor invoice validation.   

• Provide on-site leadership by supervising seasonal staff, leading pre-event briefings and in-event check-ins, supporting staff training and onboarding, responding to participant concerns, managing accommodations, and resolving customer escalations.   

• Collect and analyze participant and leader feedback, attendance and program metrics; prepare status updates, post-program debriefs and actionable recommendations; implement process improvements and update standard operating procedures.   

• Demonstrates quick thinking and outstanding problem-solving skills; remains calm and decisive under high-stress situations while staying motivated and adhering to organizational policies, procedures, and working parameters. 

• Conduct post-program debriefs with internal and external stakeholders to review event planning and delivery, identify issues/concerns and recommend corrective actions and create a written event analysis.  

• Serve as a liaison for internal stakeholders and external partners before, during and after events; collaborate with Sales, Marketing and Account Management to align event materials and promotional needs; liaise cross-functionally with Program Management, Finance and other teams on planning calls and project timelines.   

• Support additional departmental projects and cover other duties as assigned while ensuring compliance with organizational policies, health & safety guidelines and local regulations.

Qualifications:

• Bachelor’s degree in Theatre, Arts, Tourism, Business, Event Management, or related field preferred.   

• 2-3 years’ professional experience in event management/planning, experiential education, or related administrative roles (or equivalent).   

• Outstanding written and verbal English communication skills.   

• Proven relationship-development and vendor-management skills.   

• Excellent organizational, time-management, project-management and problem-solving abilities, detail oriented, able to manage multiple priorities and critical thinking skills.  

• Comfortable working autonomously in a fast-paced, deadline-driven environment.   

• High proficiency with Microsoft Office Suite; experience with financial tracking and shared data systems preferred.   

• Ability to travel seasonally and work extended days/hours as program needs require.   

• Customer-service experience preferred.   

• Experience coordinating large-scale performing-arts events or adjudicated competitions preferred. 

Work Perks: 

• Fun & driven environment. 

• Excellent medical, dental, and vision coverage, life, accidental death and dismemberment, accident, critical illness, and disability insurance.  

• +10% of gross salary as food stamps.  

• 1 paid volunteer day & 25 PTO* days to start – accrue up to 28 over 3 years, 4 mental health days, and 5 bereavement days. 

• Statutory Holidays by Mexican Federal Labor Law. 

• Tuition reimbursement up to five thousand, two hundred fifty dollars annually or one thousand dollars towards professional certification annually. 

• Flexible work schedule providing on-site and hybrid opportunities. 

• Encouraged participation in our Employee Resource Groups and Diversity, Equity, & Inclusion council. 

• Fitness opportunities. 

• Employee Assistance Program (EAP) 

• Paid statutory parental leave.