Program Assistant, Work and Travel

Greenheart International; Chicago, Northern (IL, KY); Hybrid; USD 21,000 - 30,000; Full time

Benefits offered by this job

PTO and Sick Time

Remote work

Job summary

Greenheart International is seeking a Program Assistant to support the Work and Travel program across remote settings. The role focuses on coordinating placements, engaging with staff, partners, host organizations, and participants to ensure smooth visa and housing arrangements.

The ideal candidate is organized, customer-service oriented, and comfortable handling multiple projects while adhering to compliance standards.

Qualifications

• Minimum of Bachelor’s degree or equivalent experience highly preferred.
• Experience managing data and working with databases.
• Customer service experience is a must, including resolving conflicts and managing sensitive situations.
• Experience handling a high volume of emails and telephone calls.
• Excellent writing and verbal communication skills.
• Ability to work with a diverse group of stakeholders.
• Tech-savvy and proficient with Microsoft Office Suite.
• Experience studying or working outside the U.S. and in multicultural environments.

Responsibilities

• Contribute to program growth by vetting host organizations and participant housing.
• Assist with planning and execution of virtual and overseas hiring events.
• Facilitate interview and hiring processes between host organizations and candidates.
• Provide high-quality customer service to stakeholders throughout the placement process.
• Contribute to the Work and Travel department’s placement goals.
• Attend weekly staff meetings and collaborate on projects and strategies.

Skills

Customer service

Time management

Verbal & written

Communication

Research skills

Multicultural awareness

Data management

Microsoft Office

Organizational skills

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

• Duration: 25 to 26 weeks (approx. 6 months)
• Hours: 40
• Location: Remote. HQ: 742 N. LaSalle Dr. Ste 300, Chicago, IL 60654.

About Us:

In 2025, Greenheart celebrated 40 years of cultural exchange! Greenheart International facilitates cultural exchange programs for students and adults to work or study in the USA or abroad. Our mission of connecting people and planet to create global leaders drives all that we do at Greenheart Exchange (programs in the USA) and Greenheart Travel (programs outside the USA). Our unique set of programs and initiatives foster cultural exchange, environmentalism, volunteerism, and personal development.

Greenheart International is a 501(c)(3) nonprofit committed to creating a more peaceful and sustainable global community

The Program Assistant is responsible for facilitating the placement process for the Greenheart Exchange Work and Travel Program, which operates under the U.S. Department of State’s BridgeUSA initiative. The primary focus of this role is engaging with staff, overseas partners, host organizations, and participants to coordinate successful Work and Travel placements.

Tasks will vary depending on the team and area of focus. As the role is primarily administrative, the Program Assistant will regularly communicate and collaborate with a variety of stakeholders throughout the placement process. They are expected to provide high-quality service, clear and professional communication, and exceptional programming for all stakeholders involved.

What we're looking for:

The ideal candidate should be outgoing, organized, and flexible with changing priorities. They should have excellent customer service, time management, and research skills, as well as the ability to relate to people of diverse backgrounds and beliefs. This person should be comfortable working hard, being self-directed, and communicating with a wide range of stakeholders. They should also be motivated by program goals while operating within established compliance and regulatory standards. In a fast-paced work environment, the ability to manage multiple projects, priorities, and deadlines is essential to success in this role.

Some things you might do as a Program Assistant:

• Contribute to program growth by thoroughly vetting host organizations and participant housing arrangements.
• Assist with the planning and execution of virtual and overseas hiring events.
• Facilitate the interview and hiring process between host organizations and program candidates.
• Provide high-quality customer service to stakeholders throughout the placement process.
• Contribute to the Work and Travel department’s program placement goals.
• Attend and contribute to weekly staff meetings by sharing ideas and collaborating with team members on projects, processes, and strategies.

Some qualifications you should have:

• Minimum of Bachelor’s degree or equivalent experience highly preferred
• Experience managing data and working with databases
• Customer service experience is a must, including proven experience in resolving conflicts and managing sensitive situations
• Experience managing a high volume of emails and telephone calls
• Exceptional time management and organization skills
• Excellent writing and verbal communication skills
• Ability to work with a diverse group of stakeholders
• Tech-savvy, proficient with Microsoft Office Suite
• Experience studying, volunteering, or working outside the U.S., and/or experience working in a multicultural and/or multilingual environment
• Temporary Full Time – Hourly
• Part Time PTO and Sick Time
• Working remotely
• Work with purpose and impact

Due to the number of applications processed, we ask that you do not call Greenheart International regarding this position. All qualified applicants will be contacted.

*Remote employees must be authorized to work in the US while having a US physical address for all tax, payroll, and employment practice purposes. The applicants’ state of residence will be reviewed during the candidacy process and must be approved prior to hire.

Greenheart International is an equal opportunity employer. We are committed to providing equal employment opportunities to all applicants and employees and prohibit discrimination and harassment on the basis of any characteristic protected by applicable federal, state, or local law.

Employment decisions are based on organizational needs, job requirements, individual qualifications, and other legitimate, nondiscriminatory factors.