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500 Festival Business Administration Internship, Spring 2027

January 12 – June 3, 2027 Supervisor: Lindsay Welker, Manager, Board and Executive Operations

Are you looking to make a BIG impact in the city of Indianapolis? The 500 Festival is looking for 12 interns to help produce the greatest series of programs and events! As the Communications Intern, you'll get a behind-the-scenes look at the Month of May in Indianapolis and play a key role in bringing 500 Festival events and programs to life - while gaining valuable marketing and event experience.

Hours Requirement: Ideally, the communications internship position is full-time, requiring 40 hours per week; however, we understand communication major's schedules. From January to March, there is some flexibility with scheduling, and we'll work with you and your class schedule on in-office versus work from home days. From April to May, in-office, five days a week, is required. In-office hours are 8:30 am to 5:00 pm, Monday through Friday. Must be willing to work long hours and an irregular schedule, which will include weekends, evenings, and every weekend in May.

Compensation: Intern will earn a full-time weekly stipend of $500. Part-time intern pay will be prorated accordingly. Stipend will be paid at the end of each month. Note: no relocation or housing assistance is provided.

The 500 Festival is a not-for-profit created in 1957 to produce events and programs that celebrate the spirit and legacy of the Indianapolis 500 and foster a positive impact on the city of Indianapolis and state of Indiana. Today, the 500 Festival has grown to become one of the nation's largest and most respected festivals, engaging more than half a million people throughout its events and programs each year. Events include the 500 Festival Mini-Marathon, the 500 Festival Parade, and so many more!

Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support to the Board and Executive Operations Manager and other departments as needed.
• Coordinate incoming and outgoing mail, including organizational mailings, BMV-related mailings, Foundation letters, and other correspondence.
• Assist with drafting, preparing, and distributing letters, emails, and other organizational materials.
• Assist with copying, scanning, filing, document organization, and maintenance of electronic records.
• Assist with general office needs and inquiries.
• Support organization and upkeep of the 500 Festival common areas
• Assist with process improvement, organization, and special projects across the organization.

Board & Executive Support

• Assist with preparation of board and committee meeting materials, including agendas, meeting packets, presentations, and supporting documents.
• Support meeting logistics, including room setup, materials preparation, and note-taking as needed.
• Track RSVPs and assist with communications related to board, committee, and organizational meetings.
• Support special projects and administrative needs for executive leadership.
• Assist with maintaining organized board, committee, and executive records and files.

Event & Program Support

• Assist with planning and administrative logistics for 500 Festival events, programs, meetings, and other organizational activities.
• Help prepare event materials, name badges, signage, registration materials, and other event-related items.
• Assist with attendee communications, RSVP tracking, and other event administrative needs.
• Work collaboratively with staff and fellow interns to support 500 Festival events and programs throughout the internship.

Secondary Focus: Event Operations

• Assist with event setup, tear-down, and operational needs during event days, including early mornings, late nights, and every weekend throughout the Month of May.
• Be prepared to work outdoors in varying weather conditions, including heat, cold, and rain.
• Attend mobile and study trips throughout the months of March and April.
• Provide input on event recaps, including areas of success and opportunities for improvement.
• Complete other opportunities and responsibilities as assigned.

Requirements

• Pursuing a degree in business administration, management, event management, nonprofit management, sports management, or a related field is preferred.
• Possess strong organizational and time-management skills with the ability to manage multiple projects and priorities.
• Demonstrate strong attention to detail and accuracy when preparing documents, correspondence, meeting materials, and other administrative work.
• Possess strong written and verbal communication skills.
• Be self-motivated, proactive, and willing to take initiative.
• Demonstrate professionalism when working with staff, board members, volunteers, community partners, and other stakeholders.
• Have a working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Possess a willingness to learn and the ability to adapt to changing priorities, deadlines, and organizational needs.
• Must be available to work additional hours as needed, including evenings, weekends, and extended hours during peak event periods and throughout the Month of May.

Application Process

• Candidates with directly relevant skills and background are encouraged to apply with a cover letter and resume.
• Interviews will be conducted on a rolling basis as applications are received.
• Interviews will be conducted via Microsoft Teams or in-person. The format will be determined by the supervisor and based on location and availability.
• We may also consider your application for other positions as part of our recruitment process.

Benefits

• Experience a behind-the-scenes look at the Month of May in Indianapolis.
• Hands-on industry experience.
• 500 Festival branded apparel.
• Two tickets to the Lucas Oil 500 Festival Parade.
• Two tickets to the 111th Running of the Indianapolis 500, presented by Gainbridge.