Event Administrative Coordinator Intern

First Global Management Services, Inc.•Jersey City, NJ

13d•Hybrid

About The Position

FIRST is offering a paid internship program for undergraduate students, who are eligible to receive college credit, or graduate students wanting to gain experience in the events and experiences industry. We are seeking a highly motivated Intern looking to gain experience in a corporate environment while working with a dynamic group of event professionals. The Intern will represent the FIRST brand as an in-person implant in our Solutions account and provide administrative assistance to a team of Project Managers on a day-to-day basis. The Intern will support the Project Managers on a day-to-day basis with all aspects of event logistics for both virtual and live events. This individual will handle administrative and support duties including organizational tasks; coordination with suppliers; freelancer paperwork and onboarding; electronic filing; preparation of documents, presentation materials and arrangements for meetings, on-site support, and registration, etc. The ideal candidate will have proficient computer skills using Microsoft Office Suite and excellent written and verbal communication skills. FIRST is a fast-paced environment with quick turn-around times to meet client deadlines.

Requirements

Currently enrolled in an accredited college or university pursuing a bachelor’s or master’s degree
Working knowledge of Microsoft Office
Excellent project management skills, including attention to detail, multi-tasking, prioritization of tasks, attention to detail, and ability to meet strict deadlines
Team player, able to take direction and run with it
Excellent written and verbal communication skills
Ambitious and proactive
Highly organized with ability to handle multiple tasks to meet strict deadlines
Proactive work style with the ability to work autonomously
Strong adaptability to situations and ever-changing demands
A calm and flexible approach to handling pressure and stress
Build excellent relationships with team through positive communications
Outgoing, comfortable interacting with individuals of all levels and providing input and guidance as needed

Nice To Haves

Experience in an administrative function a plus, but not required
Prior event coordination experience a plus, but not required

Responsibilities

Support and work in tandem with the Project Managers and Events Team on all aspects of delivering virtual and live events
Research and source new suppliers, contacts, and venues
Organize and order event materials and supplies
Participate in and provide on-site support at events, as needed
Prepare documents, presentation materials, and arrangements for meetings
Compile related paperwork including contracting and onboarding requirements
Update and distribute internal documents
Keep electronic event files and reports organized and up to date
Offer proactive and creative ideas throughout the planning process
Communication and client relationship skills to act as the contact point between Shared Services departments and the internal Events Team
Time management and prioritization skills to ensure efficient functioning of schedules and office systems
Demonstrate excellent research and organization skills
Maintain the company’s standard operating procedures
Ad hoc projects as requested
Act as an ambassador for the FIRST brand, leading by example and displaying the company’s core values (Ambition, Creativity, Excellence, Integrity, Teamwork)

Benefits

Medical, Dental & Vision which includes the option of a high-deductible health plan (HDHP) with a health savings account (HSA)
401 (k)
Five Flexible Spending Accounts Options
Generous Paid Time Off Allowance
Employee Assistance Program (EAP)
Life, Disability & Pet Coverages
Wellness Stipend
Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
Aura Identity Theft Protection
Discretionary Bonus Structure
Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.