Participant Relations Intern
Description
Support the Director of Participant Relations in managing projects, communications, and operational execution related to Entrants, Judges, and Participants for the Pebble Beach Concours d’Elegance. This position plays a key role in coordinating participant-facing initiatives, maintaining data integrity, and ensuring accurate and timely execution of deliverables leading up to the Day of Show. Strong emphasis on project management, reporting, and professional communication skills.
Responsibilities
- Assist in management and execution of multiple concurrent projects related to Entrants, Judges, and Participants
- Plan, coordinate, and deploy strategies for participant packet and mailing projects
- Track project milestones, timelines, and deadlines to ensure on-time completion
- Work directly with Military Volunteers during participant packet production, overseeing daily assignments and logistics
- Maintain and update participant records in internal databases including Quickbase and Virtual Acceptance Packet (VAP) systems
- Generate, analyze, and maintain accurate reports related to Tour participation, badge names, transport logistics, FIVA judging requests, and participant data updates
- Proactively follow up with entrants to secure required documentation including Tour forms, insurance certificates, and contact updates
- Serve as first-line support for participant email and phone communications, escalating inquiries as appropriate
- Assist in preparation and proofing of all car-related print materials to ensure accuracy and consistency
- Maintain organized electronic and physical filing systems
- Assist with updates to online packet materials and the assembly and distribution of Day-of-Show materials
- Handle requests for information and data with professionalism and accuracy
- Perform additional administrative or operational duties as needed
Education & Experience
- Minimum 1 year of college in Business, Event Management, Communications, or related field
- Project coordination or project management experience preferred
- Strong proficiency in Excel, Word, Outlook, and database systems
- Experience working with data reporting and maintaining high levels of accuracy
- Knowledge of office management principles and workflow organization
- Experience working with volunteers or team coordination preferred
- Strong written and verbal communication skills
Position Requirements
- Planning and organizing
- Attention to detail and accuracy
- Delegate responsibilities effectively
- Prioritizing
- Problem assessment and problem solving
- Self-starter with leadership skills and a strong positive work ethic
- Information gathering and information monitoring (record keeping)
- Flexibility/ Adaptability
- Please note this position does require an Excel Proficiency Exam
Details
- May – Aug/Sept, Monday through Friday 8:00am – 6:00pm (times will vary within these hours)
- Must have open availability during week leading up to Day of Show (August 16, 2026) as hours vary
- Reports to Director of Participant Relations
- Paid position