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