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Special Events Coordinator

2 months ago

Paoli, United States Turn5 Full time

Overview:

WHO IS TURN5?

Turn5 is one of the largest and fastest growing e-commerce retailers in the Greater Philadelphia area. Best known for our award-winning, e-commerce platforms, AmericanMuscle.com, ExtremeTerrain.com, and AmericanTrucks.com, weve been engaging muscle car, truck, and off-road enthusiasts with exceptional products, services, and experiences since 2004. With the acquisition of Ecklers in 2022, a pioneer in classic car restoration & modification for over 60 years, Turn5s catalog of brands has expanded to now offer aftermarket automotive products for vehicles as classic as the Model T.

Our purpose, however, extends beyond selling car parts. We have a commitment to creating meaningful customer experiences at every step of their journey. Whether its supplying a unique product that customizes the look and feel of their ride, providing thousands of educational videos for the DIYer or leveraging user generated content to inspire even the most experienced owner, we are obsessed with ensuring we reach as many like-minded gearheads across the globe.

POSITION SUMMARY

Under the direction of the Executive Assistant & Events Planner, the Special Events Coordinator will be tasked with the coordination, planning, and execution of Turn5s annual Auto Show Week events including Auto Show, Vendor Dinner, and Annual Meeting.

The Auto Show event consists of the AmericanMuscle Auto Show, ExtremeTerrain Auto Show, and AmericanTrucks Auto Show which draws around 3,000 people each year and generates $50,000+ for charity annually. 2025 will be our 14th annual show.

Vendor Dinner and Annual Meeting are part of our annual Auto Show Week, when we bring out our remote employees and vendors for our annual meeting and dinner. We will have approximately 70 employees traveling in for the week and a vendor dinner of around 140 guests.

Internship Period & Schedule:

  • Schedule: Monday Friday 9:00AM-5:30PM
  • Start Date: January 13, 2025
  • End Date: May 16, 2025

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Attend strategy meetings and participate in agenda development preparations/minutes for meetings
  • Communicate with Turn5s vendors and manage their involvement in events, including donations and sponsorship
  • Research and secure vendors to fulfill needs for special events (tents, DJ, security, etc.)
  • Act as liaison between internal departments: Marketing, Merchandising, Fulfillment, Customer Service, IT, Web Development, and Finance
  • Act as a direct point of contact for hired vendors
  • Write and distribute operational instruction sheets for each event area
  • Manage project checklists; responsible for task delegation, completion and follow-up when necessary
  • Support with internal employee communication and travel
  • Act as lead for setup on days leading up to event
  • Coordinate logistics and act as a lead for day-of-event support
  • Support post-event activities including inventory and budget actuals
  • Perform other related duties as required and assigned.

SPECIFIC JOB KNOWLEGE (Special skills, knowledge of machines, procedures, etc.)

  • Proficiency in Microsoft Office Applications including Word, Excel, PowerPoint, and Outlook
  • Computer proficient
  • Oral and written communication and interpersonal skills required
  • Must have excellent organizational skills with the ability to multi-task and work in a fast-paced environment
  • Ability to prioritize workload and meet deadlines

QUALIFICATIONS

  • Education: High school diploma or equivalent; Bachelors degree or currently pursuing a Bachelors degree in Marketing or other field of study related to event planning preferred.
  • Experience: Completion of 1 prior related internship preferred. Prior event planning experience preferred but not required.
  • Reliable form of transportation to office in Paoli, PA with ability to work onsite at least ~6 days/month January March 2025. Onsite work requirements will increase in the weeks leading up to and following Auto Show Week
    • Auto Show Week: Monday, April 21 Sunday, April 27, 2025
  • Must be available to work the Auto Show event date and rain date
    • Saturday, April 26, 2025 (Event Date)
    • Sunday, April 27, 2025 (Rain Date)
  • Reliable form of transportation to Auto Show event and rain date with the ability to travel to venue during the weeks leading up to the event for set up, planning, etc.

ESSENTIAL JOB FUNCTIONS (As required by the Americans with Disabilities Act To be performed with or without reasonable accommodation)

  • Must be able to lift 30lbs
  • Visual and hearing capability.
  • Ability to sit for long periods of time.
  • Ability to maintain attendance as defined by company policy.
  • Ability to work under pressure in order to meet strict deadlines.
  • Ability to operate general office equipment i.e. fax machine, photocopier, computer printer stationed between 3 & 4 feet high.