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Event Planning Intern, Marketplace

2 months ago

Philadelphia, Pennsylvania, United States The Pennsylvania Horticultural Society Full time
EVENT PLANNING INTERN

ORGANIZATION OVERVIEW

The Pennsylvania Horticultural Society is a distinguished nonprofit entity established in 1827, dedicated to enhancing the quality of life in the Philadelphia area by fostering healthier environments, nurturing community connections, and improving access to fresh produce and economic opportunities. Supported by a diverse group of advocates, PHS creates a significant impact through initiatives across over 250 neighborhoods, an extensive array of public gardens and landscapes, and the renowned Philadelphia Flower Show, the nation's premier gardening event. PHS encourages individuals to engage in gardening for the collective benefit as participants, members, donors, or volunteers.

POSITION OVERVIEW

The Pennsylvania Horticultural Society is on the lookout for an Event Planning Intern to acquire practical professional development and invaluable experience in event coordination within a dynamic nonprofit setting. Interns will face a stimulating, fast-paced environment while working alongside a dedicated team. Responsibilities will include assisting in the planning and organization of the upcoming PHS Philadelphia Flower Show. Successful candidates will demonstrate the ability to provide administrative and logistical support to the Shows and Events team in a bustling special events atmosphere, with a knack for anticipating project requirements, prioritizing tasks, and adhering to deadlines with minimal oversight. Candidates should be prepared to work occasional evenings and weekends, possess a passion for event management, deliver exceptional customer service, and cultivate relationships with both internal and external stakeholders.

This role presents an excellent opportunity for individuals keen on understanding the intricacies of event logistics and planning, offering the chance to learn essential skills from seasoned professionals.

KEY RESPONSIBILITIES

Reporting to the Marketplace Manager, the Event Planning Intern will support the recruitment, onboarding, and oversight of all vendors participating in the Show. Responsibilities will include assisting the Marketplace Manager in generating invoices, tracking necessary documentation, updating vendor records, and developing load-in and load-out schedules. The intern will engage in daily communication with vendors leading up to and during the Flower Show. This position demands outstanding interpersonal abilities, effective communication skills, rapid adaptability, excellent time management, and a high degree of self-motivation. The intern will primarily focus on the operational aspects of the Marketplace for the Philadelphia Flower Show and serve as a secondary point of contact for vendors. Additional responsibilities may include assisting with other events that feature Marketplace vendors, as needed.

QUALIFICATIONS AND SKILLS REQUIRED:
  • Ability to juggle multiple projects and tasks from various staff and volunteers.
  • Enthusiasm for event management and planning.
  • Strong customer service orientation and high standards for quality.
  • Capability to perform well under pressure and meet deadlines.
  • Excellent interpersonal skills, both in person and via phone, demonstrating high professionalism.
  • Strong communication skills, including writing, proofreading, and verbal communication.
  • Possess robust organizational and multitasking abilities with keen attention to detail.
  • Self-motivated, able to take initiative on individual projects and complete tasks with minimal supervision.
  • Proficient in the latest versions of Microsoft Word, Excel, and PowerPoint, as well as mail merges, email, and online research.
WORKING CONDITIONS AND STIPEND
  • Full-time commitment preferred, with increased hours during the preparation and execution of the Flower Show.
  • Occasional long workdays.
  • Must be able to endure extended periods of walking and/or standing.
  • Ability to lift up to 20 lbs.
  • Interns will receive a stipend for the duration of their internship.