Event and Communications Coordinator

Princeton University•Princeton, NJ

About The Position

Data and Intelligent Systems (DaIS) is a newly established unit that aims to be agile, enabling it to seize new opportunities and adapt to future advancements in AI. It will provide essential administrative support for high-impact research projects that will transform research and its applications at Princeton and beyond. DaIS is composed of two domain pillars: Princeton Statistics and Data Science (PSDS) and Princeton Artificial Intelligence (PAI). A third educational pillar will support interdisciplinary undergraduate and graduate level programming in these fields, and in new ones as they arise. Reporting to the Assistant Director of Administration and Communications Manager, the Events and Communications Coordinator supports organizational visibility and engagement through planning and executing events while managing internal and external communications. Coordinates logistics, vendor relations, promotional campaigns, digital content, and stakeholder communications to ensure successful events and consistent brand messaging. This position may occasionally require work outside regular business hours, including evenings and weekends.

Requirements

1 - 2 years of experience in event planning as well as event marketing/branding
Proven track record of creative, successful events
Experience coordinating promotional communications
Excellent organizational, interpersonal, communication, negotiation, and multitasking skills
Ability to remain calm under pressure and maintain a customer-service mindset
Ability to multitask and work effectively in a pressured work environment with changing priorities and limited supervision
Possess solid knowledge of organizational policies and practices in order to interpret and determine appropriate course of action effectively and appropriately
Must be able to work independently to complete projects effectively as a member of a team

Nice To Haves

Prior experience working in higher education institutions

Responsibilities

Plan, coordinate, and execute in-person, virtual, and hybrid events from concept through post-event evaluation. Assist with logistics including pre-, post, and on-site coordination of full event lifecycle; pivots easily between the different tasks required for planning.
Research and engage vendors based on their creativity, quality, and cost. Manage the record of event spending, event service contracts, purchase orders, and travel and expense reconciliation.
Participate in cross-functional project teams and proactively engages in continuous improvement of event operations.
Uphold all university policies and procedures that pertain to events, safety, travel, financial support, and space usage.
Assist with event-related payment, reimbursements, and stipend disbursements.
Serve as backup to the Event Coordinator.
Publicize DaIS' research, news and events, partnerships, outreach and teaching. Evaluate the inventory of existing content. Benchmark peer websites, newsletters and social media.
Work collaboratively with faculty and staff to raise the DaIS' overall visibility and promote its accomplishments. Oversee visual communications (posters, banners etc.).
Develop and maintain social media platforms and manage websites to ensure up-to-date content and engagement with stakeholders.
Promote news stories on social media accounts (X, Facebook, Instagram, LinkedIn).
Monitor affiliated faculty social media accounts and share/re-post relevant news.
Manage email marketing efforts and be accountable for keeping the mailing lists up to date.
Handle all event-related communications such as managing marketing of the events such as submitting posters for printing (proofreading included), sending weekly event updates to constituents, and coordinating event communication with relevant departments on campus.
Serve as backup to the Communication Manager.