Events & Rental Coordinator

Princeton Day School is seeking an Events & Rental Coordinator who would be responsible for the physical set up, breakdown, and logistical success of campus events from start to finish. The Event & Rental Coordinator works with community members and external renters to coordinate facility usage and event setup and break down. To achieve these objectives, the Event & Rental Coordinator is the point of contact with the calendar committee, facilities department, security department, business office, Princeton Day School community members, external renters and faculty/staff members in reference to all school-sponsored events, facility usage and rentals.

• Coordinate all facility rentals and use including the School Building, The Athletic Center (for non-athletic events), Colross, Pretty Brook Farm, Fields (for non-athletic events) and all other Princeton Day School venues.
• Coordinate all facility rentals and use with the corresponding stakeholders to ensure all event needs are met and all stakeholders are on the same page.
• Oversee the billing for facility rentals and subsequent payment from rental customers.

• Process all event requests submitted through our event management system (FMX), which includes, but is not limited to confirming the form was fully completed and contains all of the necessary information, confirming requested spaces are available, confirming all required approvals have been obtained and that the event is ready to be put on the calendar.
• Manage the FMX and Google event calendars
• Keep the Facilities Master Event Calendar updated and aligned with the FMX and Google calendars.
• Coordinate the execution of all rentals and events that occur at Princeton Day School that are not directly sponsored by Princeton Day School, which include but are not limited to The Chinese School and Parent Association Events and Programs.
• Coordinate the execution of all Princeton Day School sponsored events including but not limited to Alumni Weekend, New Family Cocktail Reception, 50th Reunion, End of Year Class Parties, Lifer's Dinner, Baccalaureate Dinner, End of Year Closing Ceremonies and Commencement.
• Coordinate rental and inventory of all necessary event equipment including but not limited to tables, chairs, linens, tents, staging, sound, lighting and all other equipment.
• Coordinate all expenditures related to events with the stakeholder responsible for funding the event
• Collect and process all invoices related to events and rentals through Blackbaud portal

• Coordinate final walk throughs with Stakeholders.
• Be present for major events to ensure all goes smoothly, including some nights and weekends. Major events will be identified in concert with the supervisor.
• Work with the supervisor to designate a contact to take ownership of events that cannot be attended.
• Work with the buildings team to coordinate boiler coverage for weekend and evening events

• Set up all furniture and equipment needed for a successful event which includes, but is not limited to, tables, chairs, tablecloths, podiums, centerpieces, flowers and sound systems.
• Coordinate rental company delivery, setup and breakdown when utilized.
• When necessary, coordinate the support needed from internal stakeholders including, but not limited to, Facilities, Security, IT and the Kitchen.

• Support the planning and implementation of the 7 week PDS Summer Program season in conjunction with the Summer Programs Manager
• Provide support in the preseason helping with setup, registration, and parent questions
• Collaborate with Summer Programs Administrators on all other summer needs
• Partner with outside vendors including processing rental agreements, supporting preparation periods, and communicating with leadership when needed.
• Work with internal groups like communications and admissions to make the PDS Summer Programs experience one that aligns with our communities mission, visions, and values.

• Excellent organizational and interpersonal skills
• Excellent technology skills including Google Products, Microsoft Products as well as other software
• Ability to work independently
• Ability to handle multiple tasks with competing priorities
• Ability to coordinate multiple projects at once with varying deadlines
• Problem solver and creative thinker
• Ability to follow oral and written directions
• Ability to collaborate with colleagues across the institution
• Energy and…