Details

Position Title: Program and Logistics (Consultant)
Location: Remote
Job Type: Consultant - three months (until September 30, 2026)

Summary

Eurasia Foundation is seeking a short-term consultant to support program activities, logistics, and participant travel for groups of college students and mid-career professionals from the Eurasia region participating in U.S.-based exchange and professional development programs.

The consultant will assist with planning and implementing program activities, coordinating logistics, supporting participant travel within the United States, and providing administrative and participant support before, during, and after program activities. 

Duties

Program Support and Administration

The consultant will support the Program Lead and program team with day-to-day implementation of program activities. Responsibilities may include:

• Assist with planning and coordination of orientations, meetings, site visits, trainings, cultural activities, networking events, and closing sessions.
• Prepare and maintain program schedules, participant lists, contact sheets, travel trackers, logistical checklists, and other program documents.
• Coordinate with EF staff, participants, consultants, host institutions, vendors, and partner organizations to support smooth program implementation.
• Assist with participant communications, including logistical instructions, schedule updates, reminders, and follow-up messages.
• Provide on-site support during program activities, including participant check-in, room setup, material distribution, timekeeping, and troubleshooting.
• Help collect and organize participant forms, waivers, emergency contact information, attendance records, feedback forms, and other program documentation.

Travel and Logistics Support

The consultant will assist with logistics for participants traveling to and within the United States. Responsibilities may include:

• Support coordination of participant arrivals, departures, airport transfers, hotel arrangements, local transportation, domestic travel, and group movements.
• Maintain travel trackers with flight details, hotel information, transportation plans, dietary restrictions, accessibility needs, and emergency contacts.
• Coordinate with hotels, transportation providers, venues, restaurants, and other vendors to confirm reservations and logistical arrangements.
• Provide real-time support during travel and program activities, including helping resolve delays, missed connections, hotel check-in issues, transportation changes, or other logistical challenges.
• Accompany participant groups during selected program activities or domestic travel, as requested.
• Assist with planning group meals, site visits, cultural activities, and other program-related events.

Participant Support and Liaison

The consultant will help ensure that participants receive clear guidance and support throughout the program. Responsibilities may include:

• Serve as a point of contact for participants on logistical and program-related questions.
• Help participants understand program schedules, expectations, travel instructions, venue information, and activity requirements.
• Support communication between participants, EF staff, vendors, host organizations, and other partners.
• Provide Russian-language communication, translation, or interpretation support, if needed.
• Assist with group management during activities, including helping participants arrive on time, follow program schedules, and receive necessary information.
• Maintain professionalism and confidentiality when handling participant information or sensitive program matters.

Reporting and Documentation Support

The consultant will assist with basic documentation and reporting needs. Responsibilities may include:

• Collect and organize attendance sheets, feedback forms, evaluation surveys, photos, testimonials, and other program materials.
• Assist with data entry and organization of information for program files and reports.
• Draft short activity summaries, trip notes, participant updates, or logistical summaries as requested.
• Proofread, format, and organize program materials and documents.
• Track assigned tasks and provide regular updates to the Program Lead.

Qualifications

• Bachelor’s degree in international relations, education, social sciences, public administration, or a related field preferred.
• Experience supporting international exchange programs, visitor programs, professional fellowships, educational programs, or similar activities preferred.
• Experience coordinating logistics, travel, events, or group activities required.
• Experience working with participants from Eurasia, Eastern Europe, Central Asia, or other cross-cultural contexts preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills in English.
• Russian-language proficiency strongly preferred.
• Strong cross-cultural communication skills.
• Ability to manage multiple tasks, deadlines, schedules, and logistical details.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, and PowerPoint.
• Ability to work independently while coordinating closely with program staff.
• Willingness to work occasional evenings, weekends, or irregular hours during active program travel periods.

Period of Performance

The anticipated period of performance is three months, beginning on or around ASAP and ending by September 30. The level of effort may vary depending on program needs, travel schedules, and participant activities.

No phone calls, please.