Events Intern

NextFlex•San Jose, CA

1d•$22 - $24•Onsite

About The Position

This internship will involve managing many tasks related to the production of member events, including our largest annual event called “Innovation Days.” This event is in collaboration with a three-day partner event and draws together members and government partners for a day of keynote talks, technical presentations, networking, and tabletop demonstrations (demo). This role involves reaching out to NextFlex members to secure their participation in the event and tabletop demonstrations, while also supporting the Events Manager with planning and execution tasks such as vendor management and speaker support. This role will collaborate within a team environment to achieve a successful outcome.

Requirements

Relevant experience or education in hospitality, events, or marketing.
Must be able to work under minimal supervision, have excellent communication skills, both written and verbal, and be able to function effectively within a small team.
Must be highly organized and detail oriented, like when managing and tracking participation statistics and member outreach.

Nice To Haves

Prior experience working in events.
Able to contribute creative ideas.

Responsibilities

Contact NextFlex members and government partners to engage their participation in Innovation Days and, specifically, support their participation in the demo portion of the event. This includes confirming their participation and guiding them to all aspects of what that entails, answering questions and following through on requests. Regularly communicating progress to the team.
Support the Events Manager with logistics requirements and vendor coordination (catering, AV, marketing communications (marcom), event production, shipping/receiving, etc.).
Support the Events Manager and Marcom in distributing marketing and member communications through email and/or social media.
Ability to physically set up on-site events, including signage, registration, and support exhibit set up and dismantling.
Meet tight deadlines and adapt quickly to changing dynamics.
Ability to work on some of these platforms: Whova, Zoom/Teams, WordPress, Salesforce, and MS Office (Word, Excel, PowerPoint).
Develop and maintain a filing system for demo and attendee management.
Schedule calls with C-level executives and other key stakeholders.
Compose effective meeting minutes in internal and external planning calls and distribute to stakeholders.
Regularly report and monitor registration numbers and types.
Organize final attendance reports.
Export and tag images from events and social media.
Ability to multi-task and support parallel events at multiple site locations.