Conferences & Events Administrative Specialist

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

Benefits offered by this job

Employee tuition grant

Health/dental/vision insurance

Paid time off

Job summary

Fairleigh Dickinson University Florham Campus invites applications for an Administrative Assistant to the Director for Conferences and Events.

This 12‑month, 40‑hour per week staff position supports planning, coordination, and execution of conferences, meetings, and events across campus; provides essential administrative help to marketing and promotional efforts; maintains records and relationships with internal and external stakeholders.

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.

Skills

Customer service

Calendar management

Event coordination

Microsoft Office

Communication

Multitasking

Marketing support

Contract administration

Travel logistics

Theatrical production knowledge

Driving

Background check compliance

On-site support

Education

High school diploma or GED

Associate degree preferred

Tools

QLab

Microsoft Office Suite

Event-management software

Stage lighting and sound systems

Job description

Fairleigh Dickinson University Florham Campus invites applications for an Administrative Assistant to the Director for Conferences and Events.

This 12‑month, 40‑hour per week staff position supports planning, coordination, and execution of conferences, meetings, and events across campus; provides essential administrative help to marketing and promotional efforts; maintains records and relationships with internal and external stakeholders.