Event Administrative Coordinator - Intern

About the position The Event Administrative Coordinator Intern at FIRST Global Management Services, Inc. is a paid internship designed for undergraduate or graduate students seeking experience in the events and experiences industry. The intern will provide administrative support to a team of Project Managers, representing the FIRST brand in a corporate environment. This role requires in-person attendance for a minimum of 20 hours per week, focusing on various administrative tasks to facilitate event planning and execution. Responsibilities • Provide in-person administrative support to a large team of Project Managers , • Support the organization, shipping, and return/restock of event supplies and materials , • Assist in maintaining the overall upkeep and organization of two storage closets and the office space , • Replenish and manage supply inventory and ensure proper functioning of all office equipment , • Book meeting rooms and arrange for IT/AV resources and refreshments for meetings , • Record notes at team meetings and internal trainings and prepare correspondence, reports, and presentations , • Assist with information/data cross-checks for event materials and collateral , • Manage and update Team Facebook , • Assist with simple event budget reconciliation entries , • Monitor email inboxes and respond to inquiries , • Assist the Event Technology team with tasks as needed , • Assist with the upkeep and updating of the internal training Hub , • Participate in planning and coordinating departmental events and special occasion celebrations , • Research and source new suppliers, photographers, gifts, contacts, and venues , • Compile related paperwork including contracting and onboarding requirements , • Update and distribute internal documents , • Keep electronic event files and reports organized and up to date , • Monitor and distribute incoming mail , • Participate in and provide on-site support at events as needed , • Offer proactive and creative ideas throughout the planning process , • Flag inefficiencies and present solutions , • Strict adherence to company's time tracking policies and systems