Special Events Coordinator/Protocol Officer
Requisition # 2018-9337
Department PPPL Communictn & Public Outrc
Category Administrative Support
Full-Time / Part-Time Full-Time
Manage the successful execution of planning special events, coordinating high-profile visits, foreign visitor administration 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.
Special Visitor Needs:
- Working closely with the PPPL 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
Responsible for coordinating, supporting and overseeing 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 PPPL host(s) to understand the purpose of the event or visit
- Collaborating with administrative staff, assisting in planning scope of the event, including time, location, and cost
- Managing 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
Other Special Projects, as assigned, including but not limited to:
- Working with the Communications and Public Outreach Department on other high-profile events
- 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
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.
Knowledge and Skills
- 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
Standard Weekly Hours
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Physical Capacity Exam Required
Valid Driver's License Required
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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.
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