Events Intern

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The US Event operations team consists of three people who run approximately 65 events a year, held across all of North & South America. The event portfolio includes training courses, seminars, roundtables, Breakfast Briefings, conferences, and awards dinners for between 5-500 people. The events are integrally linked to the division’s publications and their readership provides the main customer base for its events.

The Events Intern will be required to assist the operations team with their general event administration and event logistics at the heart of the Financial District.


Key Tasks and Responsibilities of the Job:
Administration & Onsite logistics some of our Training Course programs:
• Confirming venue & set-up
• Collaboration of all course materials (presentation slides/handouts)
• Printing of all onsite materials
• Updating of the event websites

Provide Administration assistance to Event Manager including the following:
Venue logistics:
• Confirming catering and room set-up requirements with the venue
• Helping to organize the set-up and break-down of events
• Attending events as on-site support

Sponsor / exhibitor administration:
• Compiling sponsor manuals
• Following-up sponsor & exhibitor administrative deadlines
• Liaising with sponsors & exhibitors for submission of their corporate logos, company profiles, technical requirements & guest passes
• Assisting marketing with requests for sponsor/exhibitors mailing lists
• Updating of sponsor contracts within sales spreadsheets

Compiling and following-up speaker packs detailing administrative guidelines & deadlines
• Liaising with speakers for the submission of their presentations, audio-visual & biographical details

Event Database (Cvent):
• Updating with sponsor & client passes
• Updating and communicating of sponsor and delegate feedback survey
• Compiling & distributing attendee lists to sponsors and exhibitors pre & post event

Maintaining of Operations database:
• Updating venue & vendor directories
• Compiling quotes

Event websites
• Updating with relevant logistical information
• Adding in HotelMap links
• Updating sponsor profiles & logo’s
• Updating with presentation (post event)


Key Competencies:
• Excellent time management skills
• Good team player
• Excellent interpersonal and communication skills
• Ability to thrive in a pressurized work environment
• Good knowledge of Excel, Word, PowerPoint & Adobe
• Good knowledge of email & internet applications & various data bases
• Adaptable


Required - Microsoft Office, Time Management, Communication Skills, Team Player
Preferred - Time Management, Communication Skills, Work Under Pressure

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