Events and Administrative Coordinator at Princeton University in Princeton, New Jersey

Job Description:

Events and Administrative Coordinator

US-NJ-Princeton

Job ID: 2024-19437
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

High Meadows Environmental Institute (HMEI) is the interdisciplinary center of environmental research, education, and outreach at Princeton University. HMEI seeks a detail-oriented and highly organized Events and Administrative Coordinator (EAC) to manage a broad range of events and programmatic activities. The EAC is an integral member of HMEI’s administrative team at a time of increased visibility and University expectations for the Institute. HMEI events include, but are not limited to, seminars, workshops, symposia, gatherings, public lectures, conferences, and annual meetings.

The EAC will be responsible for all facets of event planning and implementation and provide leadership and guidance in assuring the overall quality and impact of HMEI events as experienced by HMEI stakeholders, audiences, and guests.

The incumbent will be expected to collaborate with HMEI leadership, faculty, program managers, administrative staff, and campus colleagues to plan and implement high-quality events utilizing available resources responsibly and by engaging support from the University and outside service providers as appropriate.

In addition to events management responsibilities, the EAC will assist with other administrative duties and special projects during periods of peak activity.

This is an in-person position. The incumbent must be flexible to adjust their schedule to meet demands during peak periods of activity and to work evening hours on occasion.

Responsibilities

Events Management and Coordination

Event Planning and Implementation

• Collaborate with HMEI leadership, faculty, program managers, and research sponsors to design, plan, and execute appropriately scaled events.
• Manage event logistics, including venue selection, catering, and technical support.
• Develop and maintain budgets in compliance with University guidelines.
• Correspond with event organizers, participants, and guest speakers.
• Coordinate technical support for in-person, remote, and hybrid events.
• Serve as a reliable point of contact for visitors and guests.
• Ensure compliance with visitor-related details (e.g., recording releases, reimbursements).
• Facilitate domestic and international travel arrangements for visitors.
• Coordinate special arrangements for VIP visits.
• Manage event registrations and monitor attendance data.

HMEI Events Coordination

• Support HMEI leadership, program managers, and staff in planning and implementing institute and program-specific events.
• Maintain an accurate HMEI master events spreadsheet.
• Develop metrics to track event outcomes.
• Establish best practices to assure consistency and reliability across all HMEI event productions.

Administrative Coordination

• Assist with various projects and tasks related to HMEI administrative, organizational, and operational issues as needed.

Qualifications

• Bachelor’s degree or equivalent experience, 3-5 years’ experience in events management or similar activity.
• Organizational skills and ability to manage and prioritize multiple, simultaneous projects and tasks independently in a fast-paced environment.
• Able to execute complex assignments quickly, independently, and proactively.
• Attention to detail.
• Demonstrate a high degree of professionalism and sound judgment.
• Excellent oral and written communication skills. Collegial. Able to work productively and collaboratively with broad “customers” and stakeholder groups including faculty, researchers, students, staff, VIPs, visitors and guests, program sponsors, University administrators, service providers and outside vendors.
• Strong work ethic: able to maintain confidentiality and demonstrate flexibility to adapt as demands and priorities change.
• Knowledge and experience in creating budgets and reconciling expenses.
• Able to carry/lift event materials and supplies and transport event materials between locations and across campus as necessary.
• Requires ability to work occasional evenings and weekends.

Preferred skills:

• Knowledge of scheduling tools (e.g., Doodle poll,) and invitation software (e.g., Eventbrite, Paperless Post).
• Familiarity with University systems software applications for managing financial transactions, personnel resources (e.g., PRIME, Concur, Peoplesoft) and events (Event Management Systems), and Microsoft Office applications.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

PI243266111

Salary:

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