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Position Overview

The Event Coordinator Intern will provide an opportunity to gain experience within various areas of the Event Production Department providing event-related administrative and functional support to the entire Event Production Department including the Special Events/Exhibits, Trade Shows, and Exhibitor Services groups. For individuals to be successful in this role, they must have exceptional attention to detail, the ability to analyze large volumes of information, the ability to handle tight timelines and stressful situation, and show self-initiative and leadership to ensure project success. 

Key Job Responsibilities

Specifically, the duties of this position include but are not limited to:

• Support Event Manager on mid-level shows (between 200 and 400 exhibitors) 
• Collaborate with team on large scale tradeshows (400 or more) 
• Create and manage travel sheets for each project 
• Provide graphic management assistance 
• Work with the CAD Team on floorplan requests and revisions 
• Create and distribute supporting documentation for on-site teams 
• Support the Account Management team with any shipping and courier needs 
• Enter purchase orders 
• Creation and distribution of work orders, shop orders and graphic orders as necessary 
• Serve as the out of office support to assigned Account Managers 
• Serve as event support, either in the office or on-site, as needed by Account Managers 
• Assist with the creation of Exhibitor Services Kits 
• Job may entail working overtime during times of peak production, evenings, some weekends or holidays as needed. Candidate must provide own transportation. 

Job Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or a related area of study or equivalent industry experience
• 0-3 years of event production including special events and trade shows
• Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership
• Works well both independently and as a team player, both in the office and at show site with little to no supervision
• Familiarity with web-based project management software packages
• Fluent using the English language, along with excellent written and oral communication skills
• Positive approach to teamwork, sales and problem solving
• Detail oriented, strong organizational skills, and works well under pressure
• Microsoft Office 365 experience required
• Certified Meeting Planner certification preferred
• Ability to pass a high-level background check
• Willingness to travel (<50%) 

Competencies (by Core Values)

• Attention to Communication
• Detail Oriented
• Exceeds Customer Expectations
• Concern for Quality
• Decision Making
• Influence
• Production Efficiency
• Project Planning
• Problem Solving
• Staff Development
• Teamwork         

Physical Requirements

Team members must be able to meet the physical demands above in order to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency options consist of: Continuously, Frequently, Occasionally and Never.

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Work Environment

Event Venue

Work is performed in a hotel/event venue environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust.  The working conditions will vary between moderately quiet to noisy volumes.  Team members will use high-end audio-visual equipment and electrical components and will be exposed to heights via lifts and ladders.  Team members may be asked to work in multiple locations.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Hargrove based on an individual venue or a representation of venues in that city or area.  

OR

Office

Work is performed in an office environment.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Hargrove based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.  Most work will take place in a climate-controlled environment.  Surroundings at times can be chaotic, high energy, and noisy, with high traffic volumes, dusty, and exposure to weather conditions.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.