Events Administrative Support Intern

Primary Purpose of the Position

The Events Administrative Support Intern provides administrative, scheduling, and operational support to the Events Coordinator & Development Associate Manager in the coordination and execution of events across Graded.

A primary responsibility is to support reservations and scheduling for Art Center spaces, including the Black Box Theatre, Haddad Center, Art Gallery, classrooms, and other designated areas. The Art Center & Events Administrative Support Intern also assists with event records, calendar updates, service requests, purchase orders, payment processes, event preparation, and on-site logistical support.

Principle Duties and Responsibilities

Reservations & Scheduling

• Support reservations and scheduling for Art Center spaces.
• Review requests, check availability, identify scheduling conflicts, and maintain accurate reservation records.
• Enter and update approved reservations in EvM and relevant school calendars.
• Communicate confirmations, changes, and space-use information to requesters.
• Follow up on missing information and escalate conflicts or exceptions to the Events Coordinator & Development Associate Manager.

Event Management System & Calendar Support

• Provide administrative and logistical support for school events.
• Assist with event schedules, checklists, service requests, guest information, signage, and other operational materials.
• Coordinate routine requests with Maintenance, ICT, Cafeteria, Security, and other departments as needed.
• Maintain organized event records, files, spreadsheets, and supporting documentation.
• Assist with the creation of purchase orders in the ERP system, payment requests, and process follow-up.
• Support faculty and staff with routine questions related to reservations and event procedures.

Event Coordination & Administrative Support

• Assist with event setup and breakdown and help ensure spaces are ready for scheduled use.
• Support guest reception, registration, wayfinding, and other event-day activities as needed.
• Monitor assigned event spaces and report operational, maintenance, safety, or facility concerns.
• Help ensure spaces are properly reset following events.
• Support evening and weekend events when required and permitted within the internship schedule.
• Assist with the creation of purchase orders in the ERP system, as well as with payment requests and follow-up throughout the process.

Art Center Space Readiness

• Conduct routine checks of Art Center spaces in connection with scheduled reservations and events.
• Help ensure that reserved spaces are organized and ready for use.
• Identify and report concerns related to cleanliness, furniture, audiovisual equipment, maintenance, safety, or general facility conditions.
• Support the organization of event supplies, signage, materials, and other shared resources.
• Report discrepancies between approved reservations and actual space usage to the Events Coordinator & Development Associate Manager.
• Assist in maintaining organized records related to Art Center space utilization and recurring operational needs.

Professional Practice

• Work under the direction of the Events Coordinator & Development Associate Manager and collaborate professionally with different school departments.
• Maintain confidentiality and appropriate professional boundaries with students.
• Comply with Graded’s Child Safeguarding Code of Conduct, policies, and procedures.
• Demonstrate professionalism, reliability, organization, and a service-oriented approach.
• Perform other internship-related duties as assigned by the Events Coordinator & Development Associate Manager.

Certifications and Education

• Currently enrolled in an undergraduate degree program eligible for a formal internship.

Experience

• Previous internship, volunteer, university, or extracurricular experience involving events, administration, customer service, scheduling, or project support.
• Familiarity with calendars, spreadsheets, reservation systems, or event management tools.

Escolaridade Mínima: Ensino Superior

Idiomas:

• Inglês (Intermediário)