Administrative Assistant to the Director for Conferences and Events

Job Summary:

INTERNAL UNION APPLICANTS ONLY

The Assistant to the Director for Conferences and Events provides advanced and diversified administrative operational support for the planning, coordination, and execution of conferences, meetings, and special events. This position helps support efforts to strengthen conference and event revenue streams through efficient follow-up, tracking, and administrative coordination; maintaining accurate and organized records and strong relationships with internal and external stakeholders. In addition, the role provides essential administrative assistance to support marketing and promotional efforts for conferences and events to increase visibility and attendance.

This is a 12-month 40 hour per week Union position,

Required Qualifications:

1. High school diploma or GED required; associate degree preferred.

2. Minimum of 2 years responsible administrative work experience required preferably in a multi-faceted, fast-paced work environment, including office coordination, conference services, event support, scheduling, or related experience.

3. Experience maintaining calendars, reservations, records, correspondence, invoices, or similar administrative tracking systems.

4. Basic knowledge of theatrical production, theater lighting, sound systems such as QLab and stage operations is highly desirable to assist in offering the best solutions for user groups.

5. Must possess excellent customer service skills and the demonstrated ability to communicate professionally and effectively with internal departments, external clients, vendors, attendees, and members of the public.

6. Strong organizational skills, attention to detail, and ability to manage multiple priorities, deadlines, and interruptions in a fast-paced environment.

7. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and ability to learn University scheduling, billing, reservation, or event-management systems.

8. Familiarity with marketing or outreach support, including mailing lists, promotional materials, announcements, or basic social media coordination.

9. Working knowledge of contract administration and risk management procedures preferred.

10. Ability to provide occasional on-site or day-of-event support, which may include some evening or weekend hours depending on event needs.

11. Valid driver’s license and accessibility to transportation for travel between campuses.

12. May require standing, walking, lifting equipment (up to 25 lbs.), and occasional setup/teardown of event spaces.

13. Employment is contingent upon a satisfactory background check. Candidates for hire will be required to sign a waiver authorizing the background check.

Status: Full-Time

Campus: Florham Campus, Madison, NJ