Event Assistant at Princeton University – Princeton, New Jersey

Department Princeton Quantum Initiative
Category Administrative Support
Job Type Part-Time

Overview

The Princeton Quantum Initiative (PQI) seeks a part-time Event Assistant to support the active programming in the new initiative. Reporting to the Graduate & Events Program Administrator, the Events Assistant works closely with the Graduate & Events Program Administrator to execute a variety of events for the initiative including but not limited to the PQI Colloquia series, workshops, events, and meetings. Additionally, this position will provide event support for graduate program events as needed. The position will need to operate both independently to execute events as well as collaboratively with the Graduate & Events Program Administrator to help support the growing center. This position may require overtime, after-hours, or weekend work. There also may be off-site events which require support.

The successful candidate will be very detail oriented and has excellent interpersonal and communication skills, oral as well as written. Someone who has the ability to work independently, possesses strong problem-solving skills, pays attention to detail and handles multiple tasks under pressure. We seek a team player who has the ability to understand and support organizational goals and apply knowledge to achieve center goals.

The full-time equivalent salary range is $56,000 to $64,000, as this is a part-time position with reduced duty time, the actual pay range is $30,800 to $35,200.

Responsibilities

Colloquia support:

• Handle communication with visitors, seminar speakers, attendees, including arranging schedules and booking hotel and transportation
• Organize room reservations, event catering, building services, set-up/clean-up, and A/V services
• Serve as a main point of contact and troubleshoot issues
• Provide reimbursements post-event, including onboarding new suppliers in the financial system
• Process invoices, purchase orders and non-PO payments

General PQI Event Support:

• Maintain Quantum list-serv and event publicity via website and email
• Assist in the preparation of recruitment and outreach activities, orientation, conferences, and open houses

Qualifications

Essential Qualifications:

• Experience in events management or related administrative work
• Ability to multitask and work independently with high attention to detail
• Enjoy working in a fast-paced, project-driven office
• Demonstrate the highest level of professionalism in working with faculty, staff, students, and University guests with an understanding of protocol and confidentiality
• Excellent oral and written communication, proofreading and editing, and interpersonal skills
• Proficient in Excel, Outlook, MS Office & Google suite, and Zoom
• Flexibility in working beyond the typical work day, including before and after business hours to handle early morning and evening events

Preferred Skills:

• Experience working with faculty in a higher education environment
• Experience with Princeton University systems and software including Concur, PeopleSoft, and Prime
• Experience with Princeton University policies and procedures

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
20.00

Eligible for Overtime
Yes

Benefits Eligible
Yes

Probationary Period
90 days

Essential Services Personnel (see policy for detail)
No

Physical Capacity Exam Required
No

Valid Drivers License Required
No

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Salary Range
$56,000 to $64,000