Office and Events Coordinator

placePrinceton calendar_month10/14/24

Overview:

The Princeton Laboratory for Artificial Intelligence ("AI Lab") supports and expands the scope of AI research at Princeton, adopting a new organizational model designed to accommodate the challenges of working in this fast-moving field. The AI Lab is focused on incubating ambitious AI-related research initiatives involving faculty members across the natural sciences, engineering, social sciences and humanities and providing a shared infrastructure for supporting AI research more broadly at Princeton.

As AI research advances rapidly, the goal of the AI Lab is to be able to make investments in areas where that progress can have a disproportionate impact.

The AI Lab is seeking an Office and Events Coordinator to oversee all matters related to all AI Lab and affiliated unit events, including but not limited to: seminars, colloquium, workshops, and conferences. The Office and Events Coordinator is responsible for providing support on event budget matters, coordinating and arranging travel for visitors, working with internal and external catering and other suppliers, scheduling conference and meeting rooms, and associated logistics.

The Office and Events Coordinator is also responsible for providing mailing list and website support when needed.

Responsibilities:

Event Management:

Coordinate AI Lab events, and provide support for the events of its initiatives, including meetings, social hours, lectures, symposia, receptions, and workshops.
Oversee event logistics: room bookings, tech and AV coordination, setup, catering, etc.
Develop and monitor event budgets in line with University policies, ensuring proper use of event funds and reconciling event related expenses.
Provide a/v support for in-person, remote, and hybrid events.
Ensure compliance with visitor protocols: manage travel, honorariums, reimbursements, and collect recording releases.
Collaborate with internal and external event partners, including faculty, staff, students, speakers, vendors, and campus partners.
Promote events in collaboration with the Communications Manager and Program Managers through AI Lab and University channels (social media, newsletters, websites).
Handle event registrations and track attendance data.
Provide event reporting and analysis to measure success.
Establish best practices for consistent and reliable event execution.

General Administrative Support:

Serve as the AI Lab building access coordinator
Maintain the AI Lab's calendar and mailing lists
Manage promotional item inventory and ordering.
Order supplies and manage space requests via the University's Marketplace and EMS systems.
Special assignments from Executive Director to include but not limited to administrative support for special projects on an as-needed basis.
Other duties as necessary

Qualifications:

Essential Qualifications

High School Diploma or equivalent, plus at least 3 years relevant experience.
Strong organizational skills, with the ability to manage multiple projects independently in a fast-paced environment.
Able to complete complex assignments quickly and proactively.
Exceptional attention to detail.
High degree of professionalism and sound judgment.
Excellent communication skills, able to work productively with diverse stakeholders (faculty, students, VIPs, vendors).
Excellent computer skills including familiarity with Google Workspace and Microsoft Office
Able to lift and transport event materials across campus.
Flexibility to work occasional evenings and weekends

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:

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: Associate

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