Events Administrator

2 weeks ago

Princeton, United States Princeton University Full time
Overview

The Events Administrator oversees the effective operations of all events for the Seeger Center of Hellenic Studies and the Committee for the Study of Late Antiquittry (CSLA). There are approximately 50 events each academic year, which includes, but is not limited to workshops, lecturers, conferences, special visitors, and Monday lunches. The events administrator is responsible for all finances and budgets and works closely with various university departments on sponsored events. In this crucial role, the incumbent requires strong communication skills, problem solving skills, and the ability to complete complex assignments in a timely manner, independently, and proactively. The responsibilities encompass superior organizational skills, compassion, and attention to details. They will need to demonstrate a high degree of professionalism as they represent the center at all times, ability to use sound judgment, maintain confidentiality, and be flexible as demands and priorities changes.

Responsibilities

Event Management and Marketing:

  • Plans and executes all logistics for a wide variety of high-level events each week which includes booking rooms, facilitating guest travel, catering, advertising on-site supervision, creating and sending invites via Constant Contact, problem-solving and technology set-up. At an average there are three events each week.
  • Manages all arrangements for CSLA's bi-annual meetings of the Executive Committee and faculty meetings. Including all the event and travel arrangements for CSLA, this also involves scheduling group meetings, document preparations, creating and maintaining historical records of documents for meeting preparations.
  • Determines catering menus, inventory/ordering supplies, incl. set up/clean up all spaces; secures hire for bartenders and poster designer, handles print orders, distribution (e-lists; hard copy); Outlook calendar, advertising and website, maintaining tedious documentation.
  • Daily updating of web pages relating to events and activities.
  • Regular communication with colleagues across campus for support and to avoid overlapping events.
  • Maintain superb representation of the center when communicating with guests and colleagues.
  • Weekly events range from 10 to 85 attendees.

Budget and Financial Management:

  • Visa card: Monthly reporting on expenses, daily monitoring, reconciling of receipts, adding descriptions, account codes, journal entries in project grant and make timely corrections.
  • Expenses: Maintains financial spreadsheets for each event; is responsible for making purchases, reconciliation, and reporting on expenses; handles cosponsor transfers (to/from); requires daily monitoring and record keeping on all financial activity; manages and tracks honorariums. Manages and processes guest and event reimbursements. Ensures appropriate endowment funds are applied and noted on invites.
  • Budget: Creates and oversees shadow reports, and monthly and annual budgets. Maintains and reports on historical record of budgetary expenses. Creates and maintains spreadsheets on annual spending distribution and restricted project grant expenses and activity. Provides regular and timely analysis and projections of available funds to the Finance Manager.

Office Support:

  • Welcomes visitors and guide them based on center policies.
  • Other miscellaneous office work, such as filing, copying, editing, making campus deliveries, and overseeing event supplies and kitchen.
  • Provide back up to the Office Coordinator.
Qualifications

Required:

  • High School Diploma or GED.
  • Four to six years of experience in a similar field.
  • Excellent organizational, communication and interpersonal skills.
  • Proficient with Microsoft Office (Word, Excel).
  • Demonstrate high level of professionalism, with the ability to work well under pressure in a fast-paced environment.
  • Be capable of working independently, cooperatively, reliable, meeting deadlines.
  • Experience preparing budgetary reports, accounting procedures, reconciliation of expenses.
  • Following university policies and guidelines, maintaining complete and accurate records.
  • Exercise good judgment and discretion handling confidential information.
  • Must be adaptable of working comfortably in financial systems and websites.

Preferred:

  • Bachelor's degree is not required but preferred.
  • Familiarity with Constant Contact and university financial systems, such as Concur and Prime are a plus.
  • General experience with audio visual equipment are preferred.

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 Driver’s License Required No Experience Level Entry Level #LI-JD1

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