School Trips & Activities Consultant (Temporary Position)

Primary Purpose of the Position

The Trips & Activities Consultant helps deliver Graded's calendar of student trips, tournaments, festivals and hosted events across Lower, Middle and High School.

The role coordinates travel logistics, documentation, vendor relationships, budgets and family communications. All work follows Graded's policies, child safeguarding standards and international best practices.

Principle Duties and Responsibilities

Key Priorities:

• Support an active fall season of regional and international trips, festivals and tournaments, including events hosted on Graded's campus.
• Partner with trip leaders, coaches and divisional teams so every trip is well prepared, documented and communicated.
• Keep the department's trips calendar, tracker and planning tools current, including budgets and deadlines.
• Contribute to the ongoing development of clear, consistent trip-planning procedures and resources.

Trip & Event Coordination:

• Coordinate regional and international trips, athletic tournaments, academic and arts festivals (e.g., SAAC, AASB, ISTA, MUN) and divisional field trips.
• Maintain the annual trips calendar in collaboration with the Director and divisional teams.
• Work with travel agencies and vendors on itineraries, bookings and quotes, and present options to the Director.
• Support trip leaders and coaches with planning checklists and pre-departure timelines.
• Coordinate logistics for tournaments and festivals hosted at Graded, including visiting-team transport, meals and homestay arrangements with families.

Student Travel Documentation & Logistics:

• Verify that each traveling student has valid travel documents and parental authorizations, and remind families and trip leaders ahead of deadlines.
• Coordinate transportation, accommodation and catering for trips and hosted events.
• Confirm that each trip has an approved risk assessment, insurance coverage, medical information and an emergency contact plan before departure.
• Serve as a school-based point of contact for trips in progress, as part of an on-call schedule.

Financial Administration:

• Prepare purchase orders, requisitions and payment documentation in line with Graded's financial policies.
• Track trip budgets, family payments and vendor payments, and complete post-trip financial closure with the Accounting team.

Compliance, Safeguarding & Risk:

• Apply Graded's child safeguarding, trip approval and risk management policies to every trip.
• Maintain vendor records and contracts, and route agreements for review as required.
• Keep on file the required checks and certifications for chaperones, coaches and partners, as directed.
• Handle student personal and health information in line with school data policies.

Communication & Data:

• Prepare clear, timely family communications in English and Portuguese, including pre-trip information, meetings and updates.
• Keep participation records and forms current in school systems.
• Share accurate, timely information with trip leaders, coaches and divisional offices.
• Gather feedback after each trip to inform future planning.

Certifications and Education

• Bachelor's degree in Hospitality, Tourism, Event Management, Business Administration, Education Administration, International Relations or a related field, or equivalent professional experience.

Experience

• 3+ years of experience in group travel, event operations, corporate travel or school administration, including international logistics.
• Experience managing several projects at once with fixed deadlines.

Knowledge, Skills and Abilities

• Fluent English and Portuguese, written and spoken (C1 or higher).
• Advanced spreadsheet skills (Google Sheets or Excel) and comfort with school databases and online forms.
• Strong attention to detail with documents, dates and payments.
• Calm, diplomatic and solution-focused communication with families, vendors and colleagues.