Communications and Events Intern

BACKGROUND:

Conference and Event Services (CES), a department within University Services, serves as a centralized resource for planning conferences, meetings, and events at Princeton University. CES provides guidance and education on event related policies and compliance, and space scheduling support for the University. The CES team shares a commitment to consistently providing exceptional customer service while cultivating sustainable relationships with internal and external clients. CES prides itself in being the best at what they do by embracing a holistic and comprehensive approach to supporting the event planner community and events at Princeton University.

Princeton University, University Services and Conference and Event Services support a work environment that values diversity, integrity, service excellence and collaboration.

Conference and Event Services is guided by the three University Services pillars: service excellence, efficiency and effectiveness, and team and people.

SUMMARY OF POSITION :

The Communications and Events Intern is responsible for planning, drafting, and sending relevant operational emails and outreach to summer visitors. The incumbent must also update and maintain the Event Planning Toolkit with the most current and relevant information for both summer residents and summer program administrators. The Communications and Events Intern will also provide event support by managing, planning, and executing an array of summer conferences and events. While the communications and event needs of the department may vary, the professional responsibilities have similar complexity, need for autonomy and decision-making skills.

This position is temporary.

Communications

Communicate with summer Program Administrators, Event Managers, undergraduate students and summer guests on behalf of CES.

Responsible for drafting and sending mass emails to Program Administrators and undergraduate students on behalf of the department.

Assist with updating the summer information section on the CES Events Planning Toolkit.

Write and distribute other communications as needed.

Conference/Event Management

Manage or consult on logistical aspects for planning and executing conferences and events for faculty, administrators, and external clients.

Coordinate venue selection, dining/catering, transportation arrangements, event budgets, housing accommodations, audio visual equipment, event décor and design, online event registration and, manage onsite event support staff.

Work with CES Program and Event Managers to assign tasks to a team of student workers.

Refer requests for events to Assistant Director for Programs and Events or the Director for approval.

Works with CES Business and Compliance Manager to provide accurate estimates of event costs to clients.

Assist with summer program check-ins and check-outs.

Provide on-site support for summer programs and events.

Work with campus partners including Campus Dining, Building Services, Department of Public Safety, the Service Point, AV Services etc. to support programs and events.

Other Responsibilities:

Manage special events/projects as requested by the Director and other CES senior staff.

Perform other duties as assigned.

ESSENTIAL QUALIFICATIONS:

Experience working in communications and/or conference and event management.

Demonstrated ability to work collaboratively in a diverse environment.

Excellence in delivering customer service and problem solving.

Ability to work in a fast paced, team centered environment with competing demands.

Demonstrated experience with providing excellent customer service.

Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.

Work effectively across departmental lines to assure a standard of excellence in all conferences and events.

Must be able to independently troubleshoot and make decisions based on the needs of the client while ensuring compliance with University policies and striving to provide a level of excellence.

Excellent written and oral communication skills.

Diplomacy, confidentiality, and discretion are essential.

Proficient in Microsoft Office (Word, Excel, Access, PowerPoint).

Must have the ability to learn new computer programs and applications quickly.

Demonstrated ability in the use of technology and systems.

Must be able to work a flexible schedule, which will include evenings and weekends.

This role is a 100% in-person and is not eligible for remote work.

Preferred Qualifications:

Associate’s degree or equivalent experience

Be advised that you will be contacted only if there is further interest in your application. Your candidate dashboard may not display status updates for this requisition.

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