Events & Administrative Coordinator

Overview

The Events and Administrative Coordinator is a central member of the administrative team at the Princeton Institute for International and Regional Studies (PIIRS). Reporting to the Assistant Director, Finance and Administration, the Events and Administrative Coordinator (1) performs key office and front desk functions, (2) manages some signature PIIRS events and larger symposia and conferences for PIIRS programs and initiatives, and (3) provides administrative, financial, and executive support to the PIIRS leadership team and major academic programs.

The position serves as an important operational hub, supporting the smooth functioning of the office, coordinating complex events, assisting with financial and travel processes, and helping ensure effective coordination across PIIRS programs and initiatives, including the flagship Global Seminars program. This role occasionally requires a flexible schedule, including evening or weekend hours in support of Institute events.

Responsibilities

Office Administration and Executive Support

- Serve as the front desk and first point of contact for PIIRS by welcoming guests and visitors, answering general questions from faculty and students, and routing emails, calls, and inquiries to appropriate staff.

- Reserve PIIRS seminar rooms and affiliated spaces in consultation with Simpson Building venue managers, the Registrar, and other campus partners; maintain the Institute's reservation calendar.

- Maintain contact lists, listservs, and calendars with a high degree of accuracy and attention to detail.

- Order office and event supplies and manage incoming and outgoing mail, shipping, and related office services.

- Coordinate and support office move-in and move-out activities in collaboration with PIIRS appointments and visitors managers and other campus partners.

- Assist with visitor logistics, including onboarding, and expense reconciliation related to PIIRS visitors.

- Support the Assistant Director of Finance and Administration with administrative and financial processes, including Concur expense reports, travel reimbursements, payments, purchase orders, Prime Marketplace and PeopleSoft transactions, vendor/supplier relations and expense tracking and reconciliation.

- Assist with travel arrangements and related logistics for faculty, visitors, Institute guests, and participants in PIIRS programs.

- Provide administrative and financial support for the Global Seminars program, including processing payments, assisting with student and program-related travel arrangements, and supporting the reconciliation of travel and expense reports for faculty and graduate student leaders.

- Provide administrative support to the Director and Executive Director, including scheduling assistance, meeting coordination, preparation of materials, and other projects as assigned.

Event Management

- Collaborate with the Director and Executive Director to produce signature Institute events and other high-profile events, overseeing all logistical aspects including budgets, travel arrangements, room reservations, catering, advertising, technology, and event set-up and breakdown.

- Reconcile event expenses and coordinate related financial processes and documentation.

- Coordinate with PIIRS regional program managers and, as appropriate, with graduate students and staff involved in PIIRS-affiliated or funded projects on large conferences and symposia that require complex logistical and technical management, often involving international institutional partners and participants.

- Assist program managers with financial reconciliation and administrative follow-up for conferences and events.

- Support PIIRS student engagement and recruitment activities, including coordinating logistics for events such as the Freshman Expo, Study Abroad Fair, and other Institute outreach and recruitment initiatives.

- Maintain a broad overview of the PIIRS events calendar to ensure coordinated planning, identify opportunities to align or combine events, and support the strategic visibility of Institute activities.

- Convene advance production meetings for major events, aligning faculty, managers, communications staff, and campus partners on timelines, responsibilities, and deliverables.

- Coordinate event publicity and logistical communications in partnership with the communications team, including event announcements, registration materials, websites, and post-event follow-up.

Communications and Reporting Support

- Assist with the production of the Institute's annual report under the direction of the Executive Director, coordinating the collection of written and visual materials from PIIRS programs and initiatives and liaising with external designers and campus partners.

- Support the maintenance of Institute event calendars, contact lists, and routine communications related to PIIRS activities and programs.

- Coordinate with the PIIRS communications team to support publicity and promotion for Institute events, including preparing and distributing event announcements, maintaining event webpages, and assisting with post-event communications.

- Assist with updating Global Seminars and other program-related web content in collaboration with program managers and the communications team.

- Provide administrative, proofreading, and project coordination support for Institute communications initiatives as needed.

- Support the development and maintenance of communications materials related to PIIRS programs, events, and student engagement activities.

Qualifications

Essential Qualifications

- Bachelor's degree or equivalent education and experience

- Two to three years of relevant experience in administrative operations, event management, financial administration, or executive support.

- Experience processing expenses, reimbursements, travel arrangements, or financial transactions in a professional setting.

- Demonstrated ability to manage multiple priorities and work effectively in a highly collaborative environment.

- Experience providing administrative support to senior leaders or managing confidential information preferred.

Preferred Qualifications

- Familiarity with university administrative and financial systems such as Concur, PeopleSoft, Prime Marketplace, and Mailchimp.

- Experience supporting conferences, academic events, or executive offices in higher education.

- Experience coordinating annual reports, websites, or event communications is helpful but not required.

Princeton University is an Equal Opportunity 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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

## Standard Weekly Hours
36.25

## Work Schedule, If Other Than Standard Hours
This is a 10 month position at 100% time during those months

## 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

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## Salary Range
$66,000 to $76,000