Job Description - Final Draft

Event Coordinator Intern

I hesitated to name the title of this job for several minutes. You may be wondering why. As an intern at a startup, you typically juggle a seemingly endless array of tasks. They assign you a title but one week in, you may question its accuracy. I eventually embraced the title of an “event coordinator”, defined as “a person responsible for everything that happens on the day of a particular event” (Workable). I will dive into the logic behind this choice in the next two pages. 

Over the summer, I began an internship at the Medici Network - a company that bridges the gap between institutional investors and digital assets. They foster a network of global investors, founders, entrepreneurs, and venture capitalists through formal conferences and related events. The company’s main sectors include the annual Medici LA conference and Medici Singapore conference, research reports, and global satellite events. 

Annual Medici LA Conference 

Understanding the conferences the firm organizes is essential to describe my role. Based in Los Angeles, the Medici Network held its first conference at the Waldorf Astoria in Beverly Hills in 2019. Year after year, the ballooning popularity of digital assets has sparked conversations about this exclusive community. Last spring, I played a role in planning Medici LA 23, the company’s fifth annual three-day LA conference. I believe the required skills for the job translated to the following: 

• Multitasking Master
• Proficient Communicator
• Eagle-Eyed Perfectionist
• Problem Solver  

Multitasking Master

I had to remain calm and structured amid the chaos of planning a conference. For three months, I worked remotely, balancing event coordination with business development. My day-to-day tasks became clear only on Monday mornings of the week. Nonetheless, each week involved tons of Zoom meetings and to-do lists.

Every Monday at 9 am, I joined the Medici team meeting to create a weekly to-do list. Our goal for this meeting was to assign each person to their corresponding tasks. I listened attentively and compiled the list for our founder. Following the meeting, I emailed the details to each attendee and tracked the progress of their tasks throughout the week. 

Proficient Communicator 

Orchestrating a successful conference means dealing with various stakeholders. Thus, another part of my week that demanded substantial communication skills included: 

• Arranging meetings with potential speakers and sponsors
• Detailing speaker panel details with the event planning firm 
• Clearing presented pricing information to the finance department 

The most daunting task of all was setting up meetings with potential speakers and sponsors. These industry figures were vital to the future relations of the company. During these meetings, I was professional and understanding, aiming to form substantial connections without seeming overeager. 

This last skill was particularly critical when inviting specific guest speakers to the Medici Network. I had to strike a balance between expressing keen interest and maintaining a sense of mystery and exclusivity, considering I was staging the 'secret gala' for the industry where subtlety and finesse were key.  

Eagle-Eyed Perfectionist 

Initially, I was curious why it would take four months to organize a conference for fewer than a hundred people. It quickly became evident that every aspect of the role demanded precision and vigilance, from booking the speaker panel to selecting snacks for midday fatigue. 

Problem Solver

The conference day contained the pinnacle of all our efforts. The Medici staff arrived on-site at 6:00 am, preparing everything before the guests arrived. On this crucial day, I managed a range of tasks including but not limited to the following:

• Addressing any concerns from the event planning company
• Directing attendees to the designated event areas between each session
• Prepping speakers with the equipment before their panel 
• Networking with key attendees for company relations 

A notable incident with wristbands occurred two days before the event. The wristbands ordered by the event planning company were easily removable. Our priorities for the conference were security and exclusivity, so this was a striking concern. Immediately, we ordered one hundred one-way locks for the wristbands using Amazon Prime. At 6:30 am on conference day, three other employees and I set to work creating secure wristbands for the guests arriving just an hour later. Nevertheless, we ensured that the behind-the-scenes efforts remained unseen by all attendees.

Word Readability Stats 

Flesch Reading Ease - 42.1

Flesch-Kincaid Grade Level - 11.2

Passive Sentences - 0%