Event Coordination Intern

Job Type: Part-Time / Internship

Job Location: New York, NY

About the Role

We are seeking a highly organized, detail-oriented Event Coordination Intern to work directly with our Office Administrator on the planning and execution of our annual New Year's Eve celebration. From early planning through post-event wrap-up, this intern will support guest and vendor coordination, event logistics, purchasing, and expense tracking. This role is ideal for those who are interested in event planning, vendor management, and hands-on project coordination.

Our annual New Year's Eve celebration takes place at our Times Square office at 1500 Broadway, featuring dinner, entertainment, and a midnight Countdown with colleagues and partners. As a perk, the intern will welcome the new year while watching the famous Times Square Ball Drop from our prime viewing spot high above Broadway.

Key Responsibilities

1. Guest, Employee & Vendor List Management

• Maintain guest, employee, and vendor lists (150+ attendees), including RSVPs and invitations.
• Prepare visitor import files for building management and verify guest names.
• Track vendor arrival times, on-site staff lists, and certificates of insurance (COI).

2. Event Timeline & Vendor Coordination

• Help maintain the event timeline and on-site task sheet, listing tasks, owners, and times by area.
• Follow up with internal teams and vendors on deliverables, deadlines, and arrival times.
• Draft building service requests (freight elevator, HVAC, trash removal) for manager review.

3. Event Purchasing & Logistics

• Compare prices and order event supplies from an approved list; track deliveries until received.
• Coordinate move-in of supplies, decorations, beverages, and equipment with building staff.

4. Expense Tracking & Reimbursement Support

• Record event expenses, collect receipts and invoices, and reconcile against card statements.
• Pull and categorize online purchase orders (e.g., Amazon Business) for expense reporting.
• Prepare draft approval forms, reimbursement packages, and check requests for manager review.

5. On-Site Event Support (December 30–31, 2026)

• Support venue setup on December 30, including decorations and floor protection.
• Assist with guest and vendor check-in, lobby escort, and catering delivery on New Year's Eve.
• Provide on-site backup for logistics, presentation playback, and last-minute needs.

6. Post-Event Wrap-Up

• Assist with cleanup coordination, supply inventory, and office reset after the event.
• Archive event files and prepare a draft cost summary and recap report.

Qualifications

• Studying or graduated in Business Administration, Hospitality, Event Management, Marketing or related field.
• Strong attention to detail and accuracy with names, numbers, and deadlines.
• Proficient in Excel (sorting, filtering, formulas); pivot tables a plus.
• Clear written English for business email; bilingual in English and Chinese preferred.
• Organized and proactive in following up; able to handle confidential information.
• Comfortable with Outlook, Word, PDF tools, and cloud storage (OneDrive / Google Drive).
• Experience with Canva or AI tools (ChatGPT, Claude, etc.) is a plus.
• Able to lift and move event supplies.

Schedule & Work Arrangement

• In-person work required at our Times Square office (1500 Broadway, 33rd Floor).
• Flexible schedule from October 2026 to January 2027, with peak hours in late December.
• On-site availability required on December 30–31, 2026, including hours past midnight.

Expected hours: 30.0 per week

Education:

• Bachelor's (Required)

Language:

• Mandarin (Preferred)

Work Location: In person