Events and Administrative Coordinator

2 months ago

Princeton, United States Princeton University Full time
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 HMEIs 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:
  • Bachelors 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

Standard Weekly Hours:
36.25

Eligible for Overtime:
No

Benefits Eligible:
Yes

Probationary Period:
180 days

Essential Services Personnel (see policy for detail):
No

Physical Capacity Exam Required:
No

Valid Drivers License Required:
No

Experience Level:
Associate

:
#LI-ZY1

  • Administrative & Event Coordinator

    2 months ago

    Princeton, New Jersey, United States Princeton University Full time

    Administrative & Event CoordinatorUS-NJ-PrincetonJob ID: Type: Full-Time# of Openings: 1Category: Administrative SupportOverviewThe Princeton Center for the Decentralization of Power Through Blockchain Technology (DeCenter) has a mandate to examine blockchain technologies that provide "trust without centralization." The center, which sits within the School...

  • Administrative Coordinator

    2 weeks ago

    Princeton, New Jersey, United States Genmab AS Full time

    Position Overview:The Administrative Coordinator will provide essential support to the Vice President of Site Engagement & Feasibility and the Vice President of Data Management at Genmab A/S.Key Responsibilities:Organize and manage appointments, meetings, and conferences, including travel arrangements and itinerary preparation.Engage with vendors and assess...

  • Administrative Coordinator

    3 days ago

    Princeton, New Jersey, United States YWCA Princeton Full time

    Job SummaryThe YWCA Princeton is seeking a highly skilled and organized Administrative Coordinator to join our team. As the primary point of contact for community inquiries, this role will provide administrative support to the Chief Executive Officer and other C-Suite officers.Key ResponsibilitiesAdministrative Support: Provide general office duties,...

  • Administrative Coordinator

    2 weeks ago

    Princeton, New Jersey, United States Genmab AS Full time

    About GenmabAt Genmab, we are dedicated to creating extraordinary futures through the development of innovative antibody therapies that significantly impact the lives of patients battling cancer and other serious diseases. Our team is characterized by a culture of care, transparency, and a commitment to making a difference. We believe that embracing...

  • Executive Administrative Coordinator

    2 weeks ago

    Princeton, New Jersey, United States J & J Staffing Resources Full time

    J & J Staffing Resources is in search of an Executive Administrative Coordinator who will play a pivotal role in delivering high-level assistance to the office's leadership team. This position involves overseeing daily operations and acting as a key point of contact among various stakeholders. The successful candidate will be an integral part of the senior...

  • Administrative Coordinator- HR

    2 months ago

    Princeton, United States Educational Testing Service (ETS) Full time

    Job DescriptionJob DescriptionAbout ETS:For more than 75 years, we have amplified products and services based rigorous research and our belief in the power of learning. Driven by our mission to advance quality and equity in education, ETS provides learning solutions, pioneering research and trusted assessments that help guide learners around the world on...

  • Senior Administrative Coordinator

    2 weeks ago

    Princeton, New Jersey, United States Precision Life Sciences Full time

    Position Overview: Senior Administrative CoordinatorWe are looking for a skilled Senior Administrative Coordinator to join our team at Precision Life Sciences. This role will provide essential support to our Executive Leadership Team in a hybrid work environment. If you thrive on contributing to organizational success and seek mentorship from seasoned...

  • Event Coordination Specialist

    2 weeks ago

    Princeton, New Jersey, United States Salt Creek Grille Restaurants Full time

    Job TypeFull-time, Part-timeDescriptionWe are in search of a dedicated event coordination expert with outstanding organizational and interpersonal abilities. This role requires an individual who is passionate about surpassing our guests' expectations.RequirementsApplicants must be:- Presentable with exceptional communication skills- Punctual, dependable, and...

  • Event Coordination Specialist

    2 weeks ago

    Princeton, New Jersey, United States Touch Associates Full time

    Touch Associates is seeking dedicated professionals who are enthusiastic about orchestrating events and committed to delivering outstanding experiences for our clients.In this pivotal role, you will be responsible for managing the logistics of various programs within the life sciences industry. Your expertise will be crucial in organizing everything from...

  • Event Coordination Manager

    7 days ago

    Princeton, New Jersey, United States Remington Full time

    Job OverviewPosition Summary: The Event Coordination Manager is responsible for overseeing, organizing, and preparing all documentation related to events while collaborating with Sales, property departments, and clients to ensure a consistent and high-quality service experience throughout all stages of property events. This role guarantees a smooth...

  • Guest Event Coordinator

    5 days ago

    Princeton, New Jersey, United States Marriott International, Inc Full time

    **Job Summary**At Marriott International, we're committed to delivering exceptional experiences to our guests. As a Guest Event Expert, you'll play a critical role in ensuring that every event is a success. Your attention to detail, excellent communication skills, and ability to work well under pressure will make you an invaluable member of our team.**Key...

  • Project Event Coordinator

    2 days ago

    Princeton, United States LHH Full time

    Position: Onsite Office CoordinatorPay Rate: Up to $29/hrLocation: 100% Onsite in Princeton, NJEmployment Type: ContractKey Responsibilities:Perform data entry to support the transition to a new meeting tracking technology.Assist with various tasks related to the preparation and execution of on-site staff events and meetings.Provide support for team...

  • Project Event Coordinator

    1 day ago

    Princeton, United States LHH Full time

    Position: Onsite Office CoordinatorPay Rate: Up to $29/hrLocation: 100% Onsite in Princeton, NJEmployment Type: ContractKey Responsibilities:Perform data entry to support the transition to a new meeting tracking technology.Assist with various tasks related to the preparation and execution of on-site staff events and meetings.Provide support for team...

  • Senior Administrative Coordinator

    2 weeks ago

    Princeton, New Jersey, United States Craig Bradford Associates Full time

    Compensation: $65K-$75K+BonusCraig Bradford Associates is a prominent financial services firm known for its comprehensive offerings in financial, tax, and estate planning, insurance solutions, wealth management, and merchant banking.The Executive Assistant plays a pivotal role in supporting the Regional Managing Principal across various initiatives. This...

  • Legal Administrative Coordinator

    1 week ago

    Princeton, New Jersey, United States InsideHigherEd Full time

    About the RoleThis is an exciting opportunity to join the InsideHigherEd team as a Legal Administrative Coordinator. As a key member of our administrative team, you will provide high-level administrative support to our attorneys and play a critical role in the smooth operation of our office.Key ResponsibilitiesProject Management (45%):Manage and coordinate...

  • Events Admin and Faculty Assistant

    14 hours ago

    Princeton, United States Princeton University Full time

    Overview The Office of Population Research (OPR) seeks a highly organized individual to plan departmental in-person and virtual events and provide administrative support to the OPR community, including faculty associates, students, and department guests and visitors. The individual will manage all events including, but not limited to, a weekly scholarly...

  • Senior Administrative Coordinator

    1 week ago

    Princeton, New Jersey, United States Blue Star Partners LLC Full time

    Job OverviewPosition Title: Administrative Assistant IIICompany: Blue Star Partners LLCEmployment Type: Contract (W-2)Role Summary:The Administrative Assistant III plays a pivotal role in supporting the DVP of US Commercial Operations, along with the General Manager and the Director of Business Excellence. This position is essential for maintaining smooth...

  • Senior Administrative Coordinator

    1 week ago

    Princeton, New Jersey, United States Blue Star Partners LLC Full time

    Job OverviewPosition Title: Administrative Assistant IIICompany: Blue Star Partners LLCWork Arrangement: 100% OnsiteContract Type: W-2Role Summary:The Administrative Assistant III plays a pivotal role in supporting the DVP of US Commercial Operations, alongside the General Manager and the Director of Business Excellence. This position is essential for...

  • Senior Administrative Coordinator

    1 week ago

    Princeton, New Jersey, United States Blue Star Partners LLC Full time

    Job OverviewPosition Title: Administrative Assistant IIILocation: RemoteContract Type: W-2Role Summary:The Administrative Assistant III plays a pivotal role in providing comprehensive support to senior executives, including the DVP of US Commercial Operations, the General Manager, and the Director of Business Excellence. This position is essential for...

  • Administrative Assistant

    2 days ago

    Princeton, New Jersey, United States LHH Full time

    Job Summary:LHH is seeking a highly organized and detail-oriented Administrative Assistant to provide exceptional support to our team. This is a Contract (Temp) position, onsite, with a competitive hourly rate of $24-$27/hr.Responsibilities:Manage calendars and schedules to ensure seamless coordination of meetings and eventsAccurately enter data into our...