Nonprofit
New
Published 1 day ago
Event Planning Intern
Hybrid, Volunteer must be in or near Chicago, IL
Details
Available Times:
Weekdays (daytime, evenings), Weekends (daytime, evenings)
Time Commitment:
Part time (10-30 hrs/wk)
Commitment Details:
This is a hybrid internship at Asian Student Achievement. Our contracts are typically for 8 months and require at least 10 hours per week.
Recurrence:
Recurring
Volunteers Needed:
3
Cause Areas:
Community Development, Education, Job & Workplace
Benefits:
Training Provided, Academic Credit Available
Good For:
Public Groups
Age Requirement:
20+
Other Requirements:
For the remote portion of this internship, you will need a good computer and reliable WIFI
Wheelchair Accessible
Description
Responsibilities - Event Planning
- Event Planning & Coordination
- Plan and support community, networking, and organizational events
- Develop event timelines, run-of-show schedules, checklists, and contingency plans
- Coordinate venues, schedules, transportation, supplies, technology, and other event logistics
- Track priorities, deadlines, deliverables, and outstanding decisions
- Support virtual events and team travel arrangements
- Conduct post-event reviews and recommend improvements
- Staffing & Event Management
- Determine staffing and volunteer needs
- Assign and communicate event roles and responsibilities
- Coordinate event-day schedules, coverage, setup, execution, troubleshooting, and breakdown
- Monitor staffing gaps and ensure assigned responsibilities are completed
- Vendor & Logistics Management
- Research vendors and gather pricing, availability, requirements, and logistics
- Maintain vendor contacts, quotes, contracts, and deadlines
- Coordinate approved delivery, setup, pickup, and payment details
- Present vendor recommendations and any changes, costs, or contractual commitments to the President/CEO for approval
- Meetings & Team Coordination
- Schedule and lead event planning meetings as assigned
- Prepare agendas, project updates, decisions, action items, owners, and deadlines
- Follow up with team members on outstanding tasks
- Coordinate with the President/CEO, Operations Manager, ASA team, Board of Directors, vendors, and external partners
- Communicate project risks, delays, and major changes in a timely manner
- Communication & Administration
- Serve as a professional point of contact for vendors, attendees, partners, and other stakeholders
- Prepare event communications, reports, presentations, materials, and documentation
- Maintain organized event records, schedules, contacts, and contracts
- Handle confidential information with discretion and professionalism
- Leadership & Approval
- The President/CEO retains final decision-making authority for event strategy, vendors, contracts, budgets, expenses, partnerships, and major event changes
- Obtain President/CEO approval before making commitments on behalf of ASA
- Incorporate leadership feedback and ensure event execution aligns with ASA goals and standards
Requirements - Event Planning
- Located in the Chicagoland area
- Able to attend in-person events in March and April, plus additional events as needed
- Commit to 15–20 hours per week
- University graduate preferred
- Strong planning, organization, and attention to detail
- Able to pick up items up to 15 lbs.
Current Events
Location
Hybrid
Volunteer must be in or near Chicago, IL
Associated Location
ASA Homebase
Chicago, IL, USA
