Job Description for Events Intern

Job Description for
Events Intern
Division: Development
Reports to: Events & Special Projects Coordinator
Classification: Non-exempt
Department: Events
Supervises: None
Last Revised: 5/7/2015
After School Matters is a nonprofit organization that offers Chicago public high school teens high quality,
out-of-school-time opportunities to explore and develop their talents, while gaining critical skills for work,
college, and beyond. Our hands-on, project-based arts, science, sports, technology, and communications
programs are delivered at Chicago public high schools, at community locations throughout the city, and
downtown at Gallery 37 Center for the Arts.
Summary of Position:
The Events Intern will assist in the planning, production, and execution of high-quality internal and
external events in collaboration with donors, board members, partners, teens and staff. The position is
part of a busy team that produces multiple high-profile fundraising events each year along with several
smaller events throughout the year. These events may include but are not limited to, the After School
Matters Gala, After School Matters Citywide Showcase, staff holiday festivities, retail store events, and
other events with a fundraising purpose.
Major Duties and Responsibilities
• Assist on-site at fast-paced, high-profile fundraising events, as well as teen rehearsals, auditions,
site visits, retail store events and other events throughout the year.
• Assist the department with complicated logistics for meetings, rehearsals and events, including
securing location, room set-up, audio/visual needs, food and beverage, etc.
• Take on a variety of administrative projects and day-to-day tasks including large mailings, assembly
projects, and filing.
• Answer and deal directly with heavy volume of phone calls and emails pertaining to Event RSVPs.
• Check Constant Contact, events email and phone line for event RSVPs and updates tracking sheet.
• Manage attendee lists for events and create, print, and prepare name tags for all events.
• Send out daily RSVP reports leading up to all events produced in the Retail Store and by Events
Team.
• Update Events List and assist with maintaining the Development calendar.
• Prepare agendas and documents, collect materials, and complete background research in
preparation for Events Team meetings, speeches, presentations, conferences and other events.
• Design filing system for easy archival and retrieval purposes; maintain file for regular meetings and
events and provide historical information in preparation for regular meetings; manage confidential
and routine files.
• Assist with maintaining inventory of event department supplies, including equipment and materials
at warehouse and other storage areas to ensure efficiency in the department.
Job code: 43-9199
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Assist with the design and ordering of collateral materials.
Organize records of past event collateral for reference.
Create and maintain organizational binders and event files including documentation on all current
and potential vendors and venues and file information in both electronic and hard copy form.
Catalogue disks of all photos, videos and other media from events.
Collect past event information including data and pictures and produce additional event reports as
needed/requested.
Update event timelines and assist with project management using Basecamp.
Create Gala contact sheet and maintain information during the Gala planning process.
Assist with coordination of friends and family receptions, including invitations, ticketing, rsvp
tracking, transportation, catering, etc.
Research viable in-kind vendors and maintain in-kind prospect list for strategic solicitation
throughout the year.
Help with the solicitations of in-kind donations of food, beverages, etc. by preparing in-kind
outreach letters and following up on requests via email and phone calls.
Enter all open in-kind proposals into Raiser’s Edge database and input all correspondence for the
donor into the database.
Collect in-kind commitment forms from donors and upload backup gift documentation into Raiser’s
Edge.
Draft acknowledgement letters to in-kind donors and edit as needed.
Upload pledge forms and backup gift documentation into Raiser’s Edge database for all Gala gifts.
Assist with physical pick-up of in-kind goods as needed.
File all donor correspondence and gift documentation in event sponsorship binders.
Assist with tracking acknowledgements and maintain copies of all acknowledgements.
Assist with drafting in-kind letters for Gala specific donors.
Assist with the distribution and collection of program related documents pertaining to the teen
participation aspect of the Annual Gala.
Assist at the Retail Store as needed, including projects, festivals, assisting sales team by staffing the
store if necessary, and more responsibilities as assigned.
Support the Events and Special Projects Coordinator with reconciliation of the Events budget as
needed.
Other duties as assigned.
Supervisory Responsibilities
• None
Physical Demands
The physical demands here are representative of those that must be met by an employee to successfully
perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
• Must be able to stand for long periods of time especially when at events.
• Must be able to lift 40 pounds or more.
Work Environment
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Job code: 43-9199
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While performing the duties of this job the employee is occasionally exposed to weather conditions
and in some cases a retail site in an outdoor location can become warm.
The noise level in the work environment is usually moderate.
Knowledge, Skills and Abilities:
• Excellent Microsoft Office skills.
• High degree of professionalism.
• Energetic team player with the ability to function independently, as well as in a collaborative
environment.
• Ability to work in a fast-paced, high-pressure environment.
• Excellent interpersonal skills, organizational skills, problem solving abilities and attention to detail.
• Must be able to multi-task, meet deadlines and shift priorities.
• Must be creative, imaginative and innovative.
• Must be trustworthy and able to work with confidential data.
Qualifications
• Currently attending a post-secondary institution, in an undergraduate or graduate program
• Proficiency in Microsoft Office applications
• Professional in appearance, attitude and action
• Positive, motivating and team spirited attitude
• Must be available to work some nights and weekends to staff events.
EEO
After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will
receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex,
sexual orientation, gender identity, disability, protected veteran status, military discharge status, age,
marital status, parental status, or source of income.
Job code: 43-9199
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