Special Events Coordinator Internship (Unpaid)

Under the direction of the Special Events Manager, the intern will gain valuable knowledge and experience learning the day to day responsibilities of working in a special events office. The intern will assist with internal and external special events held at the Birmingham Museum of Art and also handle various administrative duties.

Length: Approximately 12 weeks (exact dates to be determined)

Terms: Fall (September-November), Spring (February-April), and Summer (May-July)

Education: College junior or senior with at least a 3.0 G.P.A.

Areas of Study: Communications, Hospitality Management, Public Relations, Business, Management

• Assisting with the scheduling, planning and coordination of meetings and events
• Assisting with the creation of hard and soft copy files
• Assisting in communications around event management including calendars, timelines, diagrams/layouts
• Assisting with special events sales process by emailing, faxing or mailing
• space rental and facility policies information to potential clients
• Assisting in on-site event management to include logistics set up, break-down and AV support occasionally
• Assisting with the development and maintenance of various mailing and guest lists
• Assisting with marketing our rental spaces for special events to the community through various opportunities

Intern will gain and or improve upon his or her:
• General event management and communication skills
• Understanding of inner workings of the Birmingham Museum of Art
• Understanding and knowledge of executing events and planning meetings
• Client intake procedures and exceeding the clients’ expectations
• Ability to draft contracts, invoices, thank you notes and receipts
• Ability to make sure facility policies and procedures are followed by clients and outside vendors
• Ability to multi-task and follow through on projects given
• Understanding of special events and hospitality industry
• General customer service skills
• Ability to work and communicate well with cross functional teams such as catering staff, maintenance staff, staff, security, outside vendors etc. to execute an event

• Strong interpersonal, verbal (including phone work) and written communication skills
• Strong analytical skills
• Strategic thinker
• Self -starter who takes initiative
• Highly reliable, responsible and flexible
• Polished and professional appearance
• Basic computer processing skills including Microsoft Office (Word, Excel) Internet
• Interest in Special Events and/or Hospitality Industry
• College coursework or comparable work experience preferred
• Preference will be given to college juniors and seniors and those seeking academic credit
• Ability to work non-traditional work hours occasionally ( after 5:00pm during the week or weekends)
• Comfortable working in a fast-paced, ever changing environment

Other information:
Please indicate in your personal statement why you are interested in special events or event planning and how you could be an asset to the Special Events Office at the Birmingham Museum of Art.

Please include with your personal statement a description of at least two events you have coordinated, executed or managed.

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