Admin Coordinator

Princeton University•Princeton, NJ

1d•Onsite

About The Position

Princeton University’s Liechtenstein Institute on Self-Determination (LISD) based at the School of Public and International Affairs (SPIA), seeks a dynamic and highly-motivated Administrative and Event Assistant. This professional works closely with the executive director; provides all necessary administrative support for LISD and assists with meetings, events, visits and publications. The Liechtenstein Institute on Self-Determination has been at Princeton University for over 25 years and supports research, teaching and policy outreach activities on contemporary European and Eurasian politics.

Requirements

Bachelor’s degree
Familiarity with university systems such as Drupal, PRIME, and Concur and experience with AV.
Excellent oral and written communication skills.
Excellent organizational skills and ability to manage multiple priorities.
Ability to anticipate and initiate appropriate action in support of the Executive Director and Institute team.
Excellent interpersonal and customer service skills. Ability to collaborate effectively.
Fluency with desktop computing tools such as Word and Excel. Skill with email programs, website programming, and desktop publishing.
Flexible and adaptive to changing needs and priorities
Discretion and good judgment, handle sensitive and confidential information appropriately
Ability to work evenings and weekends as needed and to accompany (international) travel.

Responsibilities

Provide administrative support to the Executive Director: Manage the Executive Director's agenda; prioritize meetings and inquiries. Proactively conduct research and provide supportive materials. Draft memos, bios and briefings. Answer inquiries on behalf of the Executive Director. Conduct special projects and initiatives. Improve current processes and optimize organizational procedures for efficiency.
Coordinate the IPAs Program: Supervise undergraduate students as needed ensuring coordinated support for the director of the program as a whole. Coordinate the students' office hours schedule and assignments. Keep track of student engagement; archive work and internships. Serve as the main point of contact. Manage annual program applications, schedule interviews and maintain comprehensive and accurate records. Manage all logistical aspects during program events and (international) trips. Coordinate special IPAs events and meetings with high-level speakers with SPIA and other centers. Support the program director with student evaluation and program development.
Event management: Cooperate with the institute's Finance and Operations Specialist on LISD and co-sponsored events and programming. Communicate with prominent guest speakers, academics and government officials on behalf of the institute leadership. Coordinate special events and official visitor schedules, including room/venue reservations and organize A/V support, as needed. Ensure that all aspects of events and trips are planned and that important deadlines are met. Organize most institute meetings, including scheduling, sending reminders, and organizing catering, as needed. Take comprehensive meeting notes and share them with the team or external contacts. Create materials for various events, including flyers, conference brochures and format post-event publications. Publicize events.
Administration of the Europe Initiative (ICEA): Create the new ICEA website independently using Princeton Site Builder. Maintain and populate the website with content from LISD, Bobst, CEPS, and the EU Program, in coordination with the three faculty directors. Create a new logo with the three involved faculty leaders that will be implemented on the website. Coordinate visiting student research collaborators (VSRCs)'s, visiting scholars's and professional specialist's appointments under the Europe Initiative. Serve as the main point of contact for visitors under the Europe Initiative. Manage visiting faculty appointments with eForms. Coordinate with HR and the DoF office, as needed.
Maintain the LISD website: Co-manage and update the LISD website for up-to-date content, in coordination with the institute's Finance and Operations Specialist. Publish news announcements, events, bios, internships, non-resident fellows and other updates. Re-organize the website layout, as needed. Proactively monitor the LISD website and identify measures for improvement. Monitor the SPIA Insights calendar. Add LISD events to the SPIA Insights calendar. Create and coordinate social media posts, as needed. Co-maintain the institute's listservs.
Coordinate and manage design of all institute papers: Oversee and manage all stages from coordinating with the academic and editor, formatting with Adobe InDesign and Illustrator, until publishing on the LISD website. Coordinate graphics, licenses and permalinks with the university library, as needed. Communicate with the academic writer(s) and promote new LISD publications.