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Event Coordinator

2 months ago

Austin, Texas, United States Willpower Full time

Job Title: Events & Community Intern

Company: WILLPOWER

Location: Austin, Texas

Duration: 4 months

Internship Type: Unpaid

About Us: WILLPOWER is a Mindful Drinking Community and Movement supported by better for you beverages. We host a series of dynamic sports/wellness events and community engagement initiatives. Our mission is to promote active lifestyles, foster community connections, and create memorable experiences for participants of all ages and backgrounds.

We are seeking a highly motivated and organized Events & Community Intern to join our team. As an Events & Community Intern, you will play a key role in planning, organizing, and executing events that meet our organization's goals and vision.

Key Responsibilities:

Event Planning and Coordination:

  • Plan and organize events in line with our organization's goals and vision.
  • Coordinate all event logistics, including venue selection, catering, attendee registration, and audio-visual equipment.
  • Create detailed plans for all event aspects, such as timelines, venues, suppliers, and be aware of budgets.
  • Manage and oversee events on the day, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors.

Vendor Outreach and Management:

  • Identify and research potential vendors for various event needs.
  • Reach out to prospective vendors to solicit quotes, negotiate contracts, and finalize services.
  • Maintain and build relationships with vendors to ensure favorable terms and ongoing partnerships.
  • Evaluate vendor performance post-event to ensure quality and cost-effectiveness, and manage follow-up actions for continuous improvement.

Budget Management:

  • Prepare and manage budgets for events, ensuring cost-effectiveness.

Stakeholder Communication:

  • Serve as the point of contact for all event-related matters.
  • Regularly update and communicate with internal and external stakeholders about event details and changes.
  • Gather feedback from stakeholders post-event to improve future events.

Marketing and Promotion:

  • Collaborate with marketing teams to promote events through various channels, ensuring broad visibility and engagement.
  • Manage distribution of promotional materials and event information.

Skills and Qualifications:

  • Strong organizational and project management skills, with a keen attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to manage multiple projects independently.
  • Negotiation skills and the ability to secure products and services at competitive prices.
  • Strong problem-solving skills and the ability to work under pressure.
  • Proficiency in Notion and Google Suite.

Work Environment: This position may require working in various environments, depending on event locations and needs. Flexibility to work irregular hours, including evenings and weekends, as needed for event execution.

Career Path: This role offers growth opportunities into senior event management roles, including Event Manager and Director of Events, or can branch into other areas of marketing and public relations.

How to Apply: If you are interested in this opportunity, please send an email to with the subject line "Events & Community Intern", with your resume and an informal overview of why you are the perfect fit for this role.