After School Matters Events Intern

After School Matters Events Intern

After School Matters is a non-profit organization that partners with the City of Chicago, the Chicago Public Schools, the Chicago Park District, the Chicago Public Library and the Department of Family and Support Services to expand out-of-school opportunities for Chicago teens. After School Matters aligns the resources of these partners along with the resources of private and non-profit organizations to offer teens a comprehensive network of after school program opportunities.

SUMMARY OF POSITION:
The Events Intern will assist in the planning, production and execution of high-quality internal and external events in collaboration with donors, board members, partners, teens and staff. This position is part of a busy team that produces up to four major, high-profile fundraising events each year along with several smaller events throughout the year. These events may include, but are not limited to, the After School Matters Gala, After School Matters Citywide Showcase, staff holiday festivities and retreats, and teen performance auditions and rehearsals.

Major Duties and Responsibilities:

• Assist on-site at fast-paced, high-profile fundraising events, as well as teen rehearsals, arts programs, staff events, and media appearances
• Assist with complicated logistics for meetings, rehearsals and events including securing location, room set-up, audio/visual needs, food and beverage, etc.
• Take on a variety of administrative projects and day to day tasks including large mailings, assembly projects, and maintenance of files
• Maintain inventory of event department supplies, including equipment and materials at warehouse and other storage areas to ensure efficiency in the department
• Coordinate the shipping of materials to and from events
• Write and proofread documents and collateral materials
• Assist with the design and ordering of collateral materials
• Monitor progress of teens on a variety of projects (table art, performance, culinary, etc.), ensuring all necessary information and paperwork is distributed/collected in a timely manner
• Assist with coordination of friends and family receptions, including invitations, ticketing, rsvp tracking, transportation, catering, etc.
• Help with the solicitations of in-kind donations of food, beverages, etc.
• Other duties as assigned

Knowledge, Skills and Abilities:
• Excellent Microsoft Office skills
• High degree of professionalism
• Energetic team player with the ability to function independently, as well as in a collaborative environment
• Ability to work in a fast-paced, high-pressure environment
• Must be able to multi-task, meet deadlines, and shift priorities
• Excellent interpersonal skills and a strong orientation to customer service
• Excellent oral and written communication skills with a very strong attention to detail
• Excellent organizational skills and problem solving abilities
• Must be creative, imaginative and innovative
• Demonstrated ability to work with teens and diverse populations

Supervisory Responsibilities
• None

Physical Demands
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to stand for long periods of time (especially at events)
• Must be able to continuously walk and move during events
• Must be able to sit for long periods of time
• Must be able to lift up to 40 pounds on a regular basis

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job the employee is not exposed to weather conditions, with the exception of outdoor events
• The noise level in the work environment is usually moderate, with the exception of some events

Qualifications:
• Some College
• Proficiency in Microsoft Office applications
• Basic database knowledge (The Raiser’s Edge) preferred
• Flexibility to work evenings and weekends as needed
• Residency within the city limits of Chicago