VIP/Special Events Coordinator

Job description

Requisition # 2018-9139
Department PPPL Communictn & Public Outrc
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline


Manage the successful execution of planning events, coordinating high-profile visits, and supporting other similar activities, as assigned, that add strategic value and support the mission of the Laboratory.

This newly created role will be accountable to the Laboratory Director and Deputy Laboratory Directors for ensuring quality, seamless and and effective visits and events, and report to the Head of Communications and Public Outreach for management of resources.


Event Coordination

Responsible for coordinating, supporting and overseeing lab-level events, as directed, on behalf of the Princeton Plasma Physics Laboratory to ensure that the purpose of the event is achieved, and the execution of the event is efficient and seamless. Events include, but are not limited to: conferences; high-profile visitors from the Department of Energy (DOE), government, industry, academia (not K-12 Education), and the local community; high-profile laboratory meetings; diversity, inclusion, and equity events; and morale-related activities.

  • Meeting with host(s) to understand the purpose of the event or visit
  • Planning the scope of the event, including time, location, and cost
  • Leading all logistics on coordinating an event or conference, including identifying venue location, and coordinating event services, such as room blocks, transportation, and food service
  • Integrating and communicating with all parties (speakers, hosts, security, catering, facilities, hotels, photography/video, etc.) involved in executing the event plan
  • Preparing agendas and other event materials, as necessary
  • Ensuring proper brand representation and exemplary customer satisfaction for visits and conferences
  • Executing all events and visits with utmost consideration for safety and security
  • Driving strategy for tiered support for visits of varying levels of strategic importance
  • Documenting processes for repeatability, identifying and assembling opportunities for continuous improvement
  • Coordinating follow-on actions to further engagement with visitors
  • Ensuring compliance with all required policies, procedures and applicable regulations

Visitor Needs
  • Working closely with the host to support the needs of bringing on an invited visitor(s)
  • Ensuring execution of a visitor agreement, if necessary
  • Serving as a liaison to Princeton University to support any Visa-related needs for foreign visitors
  • Obtaining approval and advising appropriate parties of foreign-visitors
  • Notifying and coordinating with the Emergency Services Unit to prepare for Laboratory visitors

Other Special Projects, as assigned, including but not limited to:
  • Serving as backup to enter information into the Foreign Travel Management System (FTMS)
  • Coordinating morale activities and diversity and inclusion events
  • Partnering with Princeton University, as necessary, to leverage support and synergies from Subject Matter Experts
  • Working with the Communications and Public Outreach Department on other high-profile events


  • Bachelor's Degree in related field or equivalent experience required.
  • Minimum of 5 years relevant experience with progressively increasing responsibilities.
  • Minimum of 5 years experience of successfully executing high profile events with VIP audiences.
  • Extensive knowledge of applicable policies, procedures and regulations with respect to sponsoring conferences and/or events.
  • Strong leadership, initiative and proven competencies in delivering presentations, verbal and written communication; results-oriented, self-motivated and ability to link tasks to future outcomes; strong analytical, decision-making, problem-solving; and outstanding organizational, prioritization, and multitasking skills, working in a fast-paced, high-pressure environment.
  • High ethical standards representative of Princeton University's commitment to excellence.

  • Highly organized with strong attention to detail
  • Strong people management, working through both influence and control
  • Excellent written, verbal, interpersonal communications skills
  • Customer service mindset, putting interests of the visitors/audience at the center of the planning
  • Executive presence, able to interact with senior leadership at the Laboratory, high level government and elected officials, and C-level executives from industry
  • Meticulous budget management and steward of Laboratory resources
  • Deadline driven, highly responsive without creating an atmosphere of stress or anxiety
  • Flexible and adaptable with highly fluid situations and strong personalities
  • Experience dealing with a culturally diverse population and understanding cultural differences inside the Laboratory as well as with our users and visitors
  • Ability to setup a web page to describe the event, post papers, and register participants.

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. EEO IS THE LAW

Salary Grade

ADM, 03

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


Connect With Us! Join our Talent Network to receive updates about working at Princeton.

If you are a qualified individual with a disability and are, therefore, unable or limited in your ability to use or access this system, you can request a reasonable accommodation by calling a Human Resources team member at (609) 258-2101.

Princeton University/Princeton Plasma Physics Laboratory 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. EEO IS THE LAW

Princeton University/Princeton Plasma Physics Laboratory job offers are contingent upon the candidate's successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate's current employment status with Princeton University/Princeton Plasma Physics Laboratory.

Princeton University/Princeton Plasma Physics Laboratory is a residential community and an employer that operates continuously 24 hours a day. Essential services employees perform jobs that are necessary and required to maintain basic University operations during scheduled closures or unscheduled suspension of normal operations due to emergencies, events, or other situations. Essential services employees may be asked and/or required to perform jobs or duties that fall outside of their normal job classification during an emergency event. Learn more about our Essential Services policy.

If you have questions or comments regarding the iCIMS Privacy Policy or iCIMS FAQs, please contact [email protected].

Go to Princeton University careers site.





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 8/11/2018
Application Due: 9/14/2018
Work Type: