Events Administrative Support Intern

Área e especialização profissional: Administração - Administração Geral
Nível hierárquico: Estagiário
Lugar de trabalho: São Paulo, SP
Regime de contratação de tipo Estágio
Jornada Parcial manhãs
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.