Description
Job Title: Special Meetings Intern
Full-time or Part-time: Part-time, variable
Manager: Director, Special Meetings
Employee Type: Intern/Temporary (April – October)
Department: Special Meetings
Exemption Status: Non-exempt
Position Summary
The Special Meetings Intern, reporting to the Director of Special Meetings, will assist with the daily operations of the department, focusing on event coordination and administrative support. This internship offers hands-on experience in budget management, on-site event execution, and pre- and post-event coordination, providing valuable skills for a career in event planning.
Primary Areas of Responsibility
Event Coordination:
o Logistics Support: Assist the Meeting Planner with coordinating logistics for on-site meetings and events, including room setup, meal arrangements, and video call management for gatherings at JTF, such as the All-Teams monthly luncheons.
o On-Site Assistance: Provide support during events including set up, registration, and troubleshooting any issues that arise.
o Guest List Management: Assist the Meeting Planner in collecting and organizing the guest list for Templeton Prize events by obtaining input from internal team members. Ensure all proposed invitees are included and verify their details for accuracy.
Administrative Support:
o Budget Management: Aid in tracking the budget for special meetings, including processing invoices.
o Expense Reporting: Prepare and submit expense reports, including bill-back letters for attendees of the Templeton Annual Meetings.
o Card Reconciliation: Reconcile purchasing card charges in Concur.
o Contract Coordination: Coordinate the contract review process by submitting contracts to the Office of the General Counsel.
o Research Support: Provide administrative assistance with compiling research on Templeton Prize nominees and preparing materials for review by the Templeton Prize judges.
Criteria & Relevant Skills
- Currently enrolled in or recently graduated from a degree program in Event Management, Hospitality, Marketing, or a related field, or possess relevant experience.
- Strong interest in learning how an internal meeting planning department operates.
- Excellent verbal and written communication skills, with strong organizational abilities.
- Exceptional attention to detail.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) is required, with a willingness to learn new software.
- Self-motivated with the ability to work independently.
- A personal interest in the Foundation’s mission is preferred.
Position Details:
Hybrid role, up to four days per week, for approximately 24 weeks. In-office work is required. Hours will vary based on the time of year and event schedule, averaging 15–20 hours per week, with up to 30 hours per week during peak periods. Some travel may be required.
