Conferences & Events Administrative Specialist

Fairleigh Dickinson University; Madison (NJ); On-site; USD 50,000 - 52,000; Full time

Job summary

Fairleigh Dickinson University, Florham Campus, Madison, NJ, seeks an Administrative Assistant to the Director for Conferences and Events. This 12-month, union-position assists with planning, coordination, and execution of conferences and events to support revenue and visibility.

Strong organizational, calendar management, and customer service skills are essential. The role requires no less than a high school diploma, 2+ years of administrative experience, and willingness to work occasional

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 25lbs.), 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.

Responsibilities

• Provide administrative support for planning, coordination, and execution of conferences, meetings, and special events.
• Support marketing and promotional efforts for conferences and events to increase visibility and attendance.

Skills

Administrative experience

Calendar management

Customer service

Organization skills

Marketing support

Contract knowledge

Event support flexibility

Driver's license

Physical stamina

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Fairleigh Dickinson University, Florham Campus, Madison, NJ, seeks an Administrative Assistant to the Director for Conferences and Events. This 12-month, union-position assists with planning, coordination, and execution of conferences and events to support revenue and visibility.

Strong organizational, calendar management, and customer service skills are essential. The role requires no less than a high school diploma, 2+ years of administrative experience, and willingness to work occasional