Events & Administrative Coordinator

Overview

The Events and Administrative Coordinator is a central member of the administrative team at the Princeton Institute for International and Regional Studies (PIIRS). Reporting to the Assistant Director, Finance and Administration, the Events and Administrative Coordinator (1) performs key office andfrontdesk functions, (2) manages some signature PIIRS events and larger symposia and conferences for PIIRS programs and initiatives, and (3) provides administrative, financial, and executive support to the PIIRS leadership team and major academic programs.

The position serves as an important operational hub, supporting the smooth functioning of the office, coordinating complex events, assisting with financial and travel processes, and helping ensure effective coordination across PIIRS programs and initiatives, including the flagship Global Seminars program. This role occasionally requires a flexible schedule, including evening or weekend hours in support of Institute events.

Office Administration and Executive Support

• Serve as thefrontdeskand first point of contact for PIIRS by welcoming guests and visitors, answering general questions from faculty and students, and routing emails, calls, and inquiries to appropriate staff.
• Reserve PIIRS seminar rooms and affiliated spaces in consultation with Simpson Building venue managers, the Registrar, and other campus partners; maintain the Institute's reservation calendar.
• Maintain contact lists, listservs, and calendars with a high degree of accuracy and attention to detail.
• Order office and event supplies and manage incoming and outgoing mail, shipping, and related office services.
• Coordinate and support office move-in and move-out activities in collaboration with PIIRS appointments and visitors managers and other campus partners.
• Assist with visitor logistics, including onboarding, and expense reconciliation related to PIIRS visitors.
• Support the Assistant Director of Finance and Administration with administrative and financial processes, including Concur expense reports, travel reimbursements, payments, purchase orders, Prime Marketplace and People Soft transactions, vendor/supplier relations and expense tracking and reconciliation.
• Assist with travel arrangements and related logistics for faculty, visitors, Institute guests, and participants in PIIRS programs.
• Provide administrative and financial support for the Global Seminars program, including processing payments, assisting with student and program-related travel arrangements, and supporting the reconciliation of travel and expense reports for faculty and graduate student leaders.
• Provide administrative support to the Director and Executive Director, including scheduling assistance, meeting coordination, preparation of materials, and other projects as assigned.

Event Management

• Collaborate with the Director and Executive Director to produce signature Institute events and other high-profile events, overseeing all logistical aspects including budgets, travel arrangements, room reservations, catering, advertising, technology, and event set-up and breakdown.
• Reconcile event expenses and coordinate related financial processes and documentation.
• Coordinate with PIIRS regional program managers and, as appropriate, with graduate students and staff involved in PIIRS-affiliated or funded projects on large conferences and symposia that require complex logistical and technical management, often involving international institutional partners and participants.
• Assist program managers with financial reconciliation and administrative follow-up for conferences and events.
• Support PIIRS student engagement and recruitment activities, including coordinating logistics for events such as the Freshman Expo, Study Abroad Fair, and other Institute outreach and recruitment initiatives.
• Maintain a broad overview of the PIIRS events calendar to ensure coordinated planning, identify opportunities to align or combine events, and support the strategic visibility of Institute activities.
• Convene advance production meetings for major events, aligning faculty, managers, communications staff, and campus partners on timelines, responsibilities, and deliverables.
• Coordinate event publicity and logistical communications in partnership with the communications team, including event announcements, registration materials, websites, and post-event follow-up.

Communications and Reporting Support

• Assist with the production of the Institute's annual report under the…