Summer Programs Event Specialist

The Girls Who Code Summer Immersion Program (SIP) and Self-Paced Program (SPP) will be held June through August 2024. Throughout these two programs, Girls Who Code plans and executes a high volume of virtual and in-person events, such as panels, workshops and as of 2023, Industry Immersion Days, in-person events that engage high school aged students with our corporate partners to learn more about a company’s mission and workplace. Our summer virtual events typically gather 200-300 student attendees each and engage ~40 corporate partner volunteers in total, whereas we anticipate 50-100 students for each Industry Immersion Day event. 

The event specialist will be responsible for planning these events in collaboration with the Girls Who Code Program Operations Team, including: collection and coordination of partner logistical information; onboarding, training, and communication of  corporate partners, building tools and resources to assist with partner and student communications, and supporting production on the day of the events.

Key Dates The Event Specialist must be available the following weeks for Industry Immersion Day events:

• July 22 through July 26
• August 12 through August 16

This is a part time (up to 20 hours per week), hybrid, temporary position from April to August 2024. 

Applicants must be based in the NYC area, and able to come into our midtown office twice a week.

Responsibilities

• Support the planning and execution of virtual and in-person events for our K-12 Team, including Industry Immersion Day, panel discussions, workshops, and graduation events
• Execute technical production of virtual events on Zoom
• Update production materials (slide decks, run of shows, etc.) that support successful GWC and partner-branded events
• Support in updating event production progress documentation, keeping all stakeholders informed of project status
• Create guides, landing pages and other resources to support educators, students, and other stakeholders in the preparation of their event
• Manage ordering and fulfillment of necessary event materials (printouts, catering, branded swag, etc.)
• Track and communicate in-person corporate partner logistics for Industry Immersion Day, which may include information around building access/security, mailing, catering, etc.
• Monitor partner inbound, including answering questions, escalating requests, and communicating programmatic reminders with high touch professional courtesy
• Draft and send event registration emails and reminders
• Track event signups and flag event registration or conversion concerns to relevant programmatic teams
• Prepare attendee rosters for each event, including sourcing data from our customer relationship platform, Salesforce
• Support execution of other strategies to meet the increased demand for a dynamic and engaging events for GWC participants and partners

Qualifications

• 3+ years of experience with event management, including both in-person and virtual formats
• 2+ years of experience with customer service or customer facing roles
• Reliable, strong internet connection
• Language Requirement: English
• Ability to meet weekly with GWC team during 9:00am-5:00pm EST hours
• Experience with virtual event platforms, preferred experience with Zoom
• Availability to support in-person events during the two weeks listed above, with flexibility to add other event dates as planning moves forward
• Excellent communication, presentation and people skills with an ability to balance priorities, negotiate, and work with a variety of internal and external stakeholders
• Fastidious record keeping and organization
• Passion for our mission to close the gender gap in technology fields through a commitment to diversity, equity, and inclusion