Events Assistant Manager

4 days ago

Princeton, United States Institute for Advanced Study Full time

Job Type

Full-time

Description

Position Summary

Events at the Institute are diverse in scope, size, and complexity and include but are not limited to interdisciplinary conferences, high-profile public programming, donor cultivation and fundraising engagements, and parties and activities geared towards fostering community life for scholars and their families. The Events Assistant Manager reporting to the Events Manager will contribute to the logistical operations of an events portfolio of over 175 events per year.

Essential Job Duties

Plan, organize, and support a portfolio of annual events (50%)

  • Serve as key support in managing logistical aspects for an annual portfolio of campus events. This includes scheduling, organizing, and providing oversight for the production of the annual campus events program and other Institute special events. Audiences for these events range from small, intimate groups to larger community-wide activities involving 350+ people.
  • Provide planning and production support for the Director's initiatives and special programming.
  • Support operating goals and objectives; recommend, implement, and administer methods and procedures to streamline event-related operations.
  • Oversee the selection and management of vendors and freelance help to secure the best available resources for the portfolio of events; monitor quality and cost efficiencies.
  • Track event finances, coordinate vendor invoice payments, and maintain departmental event budgets.
  • Facilitate special projects as assigned by the Director of Events.
  • Supervise temporary on-site events staff.
  • Staff events, as needed.
Provide support for the Institute School conferences, workshops, and events (25%)
  • Support the Events office in organizing and implementing the logistics as requested by the School Administrative Officers and Faculty. This includes logistical planning, maintaining events planning documents, and coordinating speaker, visitor, and participant logistics.
  • Manage housing requests submitted through the events request form; coordinate on-campus and off-campus accommodations.
  • Staff conferences, as needed.
Manage campus requests for housing, Dining Services catering, and outside catering for School administration and for central administration (25%)
  • Serve as the Events Team liaison with Dining Services to communicate catering requests, coordinate logistics, and partner with the Dining Services colleagues to ensure the success of the event.
  • Make outside catering arrangements as needed. In partnership with the Events Team colleagues, build and maintain a list of vendors who meet the needs and goals of the Institute.
All other duties and responsibilities, as assigned by the Events Manager (5%)

Requirements

Minimum Qualifications
  • Minimum of 3 years of events or program/project management experience
  • Proven expertise interacting with senior leadership, multiple organizers, and committees
  • Demonstrably strong communication skills, both spoken and written, with a commitment to clarity, accuracy, and consistency and the ability to self-edit
  • Proven management and leadership skills as well as a strong teamwork ethic
  • Highly motivated and positive attitude
  • Expert project-management and decision-making skills; ability to prioritize under pressure handle multiple requests calmly, efficiently, effectively
  • Resourceful and confident problem solver with calm, reasoned approach to solutions
  • Excellent computer skills: familiar with Google, Microsoft and Apple applications, Microsoft Office suite
  • Strong administrative, organization and computer skills required, as is the ability to work cooperatively with several internal and external constituents while maintaining a strong customer service orientation
  • Fluent proficiency in the latest versions of Microsoft Word, Excel, and PowerPoint; experience using databases
Preferred Qualifications
  • Bachelor's degree
  • Five or more years of experience in events or program/project management
Working Conditions
  • Ability to work evening and weekends
  • Ability to lift up to 50 pounds

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

We offer a competitive salary and benefits package. For consideration please apply with a cover letter and resume using this link:

At the Institute for Advanced Study's creation in 1930, the founders wrote: "fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex." We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued. We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole. We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.

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