Intern Events & Operations Specialist

Location:

Menlo Park, CA or Bellevue, WA or New York, NY

Travel:

• Willing to travel 10-20% of the time

Must Have:

• Early Careers or Intern Program Operations experience
• Vendor Management
• General Operations background

Nice to Have:

• Project/Program Management
• Excellent organizational skills
• Exceptional attention to detail
• Strong customer satisfaction focus
• Effective oral and written communication skills with ability to communicate across all levels of the org internally and externally
• Experience working in a team environment and across cross functional teams
• Ability to prioritize multiple competing priorities in a fast-paced, high volume environment
• Strong problem solving, analytical and critical thinking skills
• Ability to handle ambiguous situations and deliver on desired goals
• Experience organizing events

Responsibilities:

• Develop and deliver events end to end, covering planning, program management, stakeholder engagement, marketing and logistics against defined event objectives
• Support the planning and execution of intern orientations and onboarding events at site, including virtual regional sessions
• Plan and execute participant events, including registration, briefings and event collateral
• Staff Early in Career and Intern Program events
• Support the Intern Hackathon Program, including communication, engagement and facilitation
• Set up and monitor pre-start Workplace groups, pushing out core messaging and resources to participants
• Act as a first point of contact for participant questions and escalations pre-start and during the program, following the relevant escalation path
• Raise purchase orders and partner with cross functional teams
• Run event production and logistics, including venues, rooms, catering, security, audio visual and staging
• Manage relationships and projects with external event vendors
• Management of our events calendar and tracking towards our budget
• Manage event inventory and SWAG, and act as event lead and on site point of contact ensuring events are executed well
• Regular monitoring of pre-hire audits, escalating where action is needed
• Support the part time extension process via Recruiting, HR and Programs, addressing questions and escalations from client partners
• Work with the Programs team and cross functional partners to facilitate start date confirmation, ensuring participants have the appropriate right to work
• Work directly with Supply Chain globally to ensure tech is deployed ahead of participant start dates, escalating where necessary
• Liaise with the Space Planning teams so that desk allocation and badging are triggered as part of the onboarding process
• Manage overall communication to participants and client partners across the program lifecycle
• Establish partnerships with our Client Partners in Recruiting, Intern Managers and Intern Directors, troubleshooting questions and following the relevant escalation path
• Provide clear communication of progress, roadblocks and updates to the broader Programs team so goals are met and best practices are shared

Only those lawfully authorized to work in the designated country associated with the position will be considered.

Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.