Events Intern

Job Description

Love What You Do and Why You Do It!

Since 1987, Participate Learning has been at the forefront of educational innovation, partnering with schools and districts to prepare students for future success. We achieve this through impactful cultural exchange, robust dual language programs, and comprehensive global learning initiatives. Our mission is to empower students to build foundational bilingual fluency, sharpen their problem-solving abilities, and cultivate essential critical thinking skills, enabling them to apply their learning in real-world settings and thrive in any chosen career path.

Position Summary: Events Intern

The Events Department Intern will serve as a crucial member of our team, reporting directly to the Events Coordinator. This role involves significant support for key events designed to welcome new Ambassador Teachers, alongside other vital tasks that contribute to the successful integration and ongoing support of our international educators. This internship offers an unparalleled opportunity for individuals who are genuinely passionate about event planning and eager to gain hands-on experience within the dynamic international education and J-1 cultural exchange sectors, all within a fast-paced business environment.

Essential Functions

• Assist full-time staff with diverse day-to-day operations and event planning tasks.
• Provide comprehensive support for the on-site, fast-paced Arrival Orientation sessions for new Ambassador Teachers.
• Offer additional support, as needed, for a range of future events, including Fall Orientation and various partner or staff events.
• Help coordinate and manage hotel arrivals and departures processes for Ambassador Teachers, ensuring a smooth experience.
• Meticulously set up materials and rooms for events, encompassing:
  • Session setup, including presentation aids and attendee materials.
  • Arrangement for meals and refreshments.
  • Preparation of spaces for networking, connection, and celebration events.
• Assist with the drafting of event surveys to gather valuable feedback and improve future events.
• Support staffing coordination efforts through a variety of essential administrative and organizational tasks.
• Help review potential venues for upcoming events, assessing suitability and logistics.
• Perform other duties as assigned to support the Events Department and broader organizational goals.

Requirements

Key Knowledge, Skill, Ability, and Education Requirements

Education and Certification

• Actively pursuing a Bachelor’s degree in Hospitality, Business, Education, or a related field is preferred.

Experience

• Prior experience in event planning, coordination, or setup is highly valued.

Technical Proficiency

• Demonstrated proficiency in Google Workspace (Docs, Sheets, Slides, Forms, and Drive) for efficient event planning, seamless collaboration, and organized documentation.
• Proven experience using Gmail and Google Calendar for effective scheduling and communication.
• Familiarity with Zoom for participating in virtual meetings and coordinating remote aspects of events.
• Basic knowledge of event registration or survey tools (e.g., Google Forms, Cvent, and SignUpGenius).
• Ability to use presentation tools (e.g., Google Slides or Canva) for creating engaging event materials and visual content.

Communication Skills

• Possess strong writing, proofreading, and speaking skills for clear and professional communication.
• Exhibit outstanding interpersonal skills, with the proven ability to collaborate effectively across internal teams and with external partners.
• Bilingualism is a plus, though not required, enhancing our ability to connect with a diverse international community.

Project Management and Organization

• Be highly organized with the inherent ability to efficiently manage multiple projects and priorities simultaneously.
• Demonstrate strong attention to detail and an unwavering commitment to delivering high-quality results by determined deadlines.
• Possess the capability to accomplish projects with minimal supervision, consistently demonstrating strong initiative and self-direction.

Other Essential Skills

• Physical ability to lift boxes up to 20 lbs., as event setup and breakdown may require.

Other Essential Requirements

• Availability to:
  • Work onsite for 40 hours per week, which will include required evening and weekend shifts during peak event times. Some weeks may also necessitate overtime hours.
  • Regularly travel between the Chapel Hill office and various event venues in Durham and Carrboro.
  • Spend 2-3 weeks in D.C. for Arrival Orientation sessions, providing critical on-the-ground support.

Our Commitment to Employees: At Participate Learning, we deeply understand that our strength truly lies in our people. We are passionately committed to creating a positive impact on our employees, recognizing and viewing them as powerful change agents who bring invaluable empathy and connection to the world. We measure our success not solely in financial profits, but profoundly in the positive changes and growth we foster within our dedicated team.

Join us at Participate Learning, where your work is not just a career—it’s a powerful catalyst for global change.