Event Coordination Intern

Job Type: Full-Time or 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