Event Coordinator

Princeton Theological Seminary Inc.; Princeton (NJ); On-site; USD 45,000 - 70,000; Full time

Job summary

Princeton Theological Seminary Inc. seeks an experienced Event Coordinator to plan and execute in-person meetings and events across campus.

You will manage budgeting, vendor relations, day-of logistics, and guest welcome, coordinating with Facilities, Dining, Public Safety, and Media Services to deliver seamless events. The role requires strong organizational skills, attention to detail, and the ability to work weekends and evenings as needed, supporting conferences, meetings, and special events

Qualifications

• Minimum 5 years of conference/event planning experience.
• Detail oriented with excellent organizational skills.
• Strong communication and interpersonal abilities.
• Decision-making capability and problem solving.
• Proficiency with Event Management System and Microsoft applications.

Responsibilities

• Plan and manage events from inquiry to post-event follow-up.
• Coordinate venue scheduling, site visits, and client meetings.
• Oversee contracts, insurance, and vendor relationships.
• Interface with Facilities, Media Services, Dining and Public Safety.
• Ensure budget compliance and timely invoicing.

Skills

Conference/event planning

Vendor management

Budgeting

Communication skills

Decision-making

Education

Bachelor's degree

Tools

Event Management System

Microsoft applications

Job description

Position Description

Event Coordinator

JOB PURPOSE

The Event Coordinator will independently planand implement logistics of in-person meetings and events including budgeting, overseeing events on theday of, problem-solving, welcoming guests, coordinating and participating in event set-up,communicating with staff, organizing and managing vendor relationships, responding toattendee/speaker/sponsor needs. This position coordinates and schedules events through the master calendar,manages contracts, insurance, and logistics for events and interfaces with campus service providersto include catering, facilities, public safety, and media services.

ESSENTIAL FUNCTIONS:

The duties and responsibilities of anEvent Coordinator center on planning and managing events of varying sizes and purposes.Coordinators have to understand what it takes to make sure the logistics work out, keepeverything within the allocated budget and ensure that the event itself is carried outsmoothly. Here are the most essential duties and responsibilities:

Event Planning & Logistics 65%

• Serve as the primary point of contact for assigned conferences,meetings, and special events.
• Coordinate all aspects of events from initial inquirythrough post-event follow up.
• Schedule all event space utilizing scheduling software.
• Conduct site visits and facility tours for prospective clients.Meet with clients to determine event objectives, timelines, logistical requirements, andbudgets.
• Contract rental agreements for external events.
• Generate each event in the event management systems, ensuring alldetails are accurately documented.
• Monitor approved vendor contracts and adjust event logistics asneeded to ensure successful event outcomes. Ensure signed contracts and appropriateinsurance is received.
• Build and maintain strong relationships with internal departmentsand external clients.
• Work collaboratively with campus partners. Serve as a liaison toinclude Facilities, Media Services, Dining Services, Public Safety, andMarketing/Communications.
• Ensure all vendor deposits and invoices are sent and processed byclient and/or campus partners.
• Ensure compliance with institutional policies, space-useguidelines, and risk-management procedures.

Event Support:

20%

• Coordinates materials necessary for conference/program packets,including nametags,campus maps, agendas etc.
• Provides day of event support
• Maintains well documented, accurate, organized and up-to-date filemanagement to serve client(s) in the most expedient, organized and knowledgeablemanner
• Schedules after action reviews for each largeconference/program

Financials:

15%

• Ensure all vendor deposits and invoices are sent and processed bySeminary client.
• Support the business manager with invoice preparation and otheradministrative financial tasks to ensure timely and accurate billing.

Total 100%

OTHER FUNCTIONS:

Support the front desk associate as needed;answering phone calls, guest check-in and check-out, make guest reservations, etc. Serves as requestedon committees, task forces and community groups; partners with standing committees, andorganizations in the region to share best practices and build partnerships.

QUALIFICATIONS

CREDENTIALS REQUIRED:

• 5 years of experience in Conference / Event planning
• Detail orientated
• Excellent organizational skills
• Excellent communication and interpersonal skills
• Decision-making ability
• Proficiency with the Event Management System
• Proficiency in Microsoft application
• Full understanding of the components of an event agreement
• Flexibility to work Weekend and nights

PREFERRED QUALIFICATIONS AND SKILLS:

• Bachelor's Degree
• 3-5 years of experience in a higher-ed setting
• Experience with database management systems
• Experience in financial procedures, regulations and systems

PHYSICAL / ENVIRONMENTAL DEMANDS:

Ability to be mobile oncampus, works in office environment, lifts up to 10 lbs., remain in a stationary position25% of the time, wrist and hand movement related to computer work

This description reflects essential functions of the position; itdoes not restrict tasks that may be assigned or changed at any time.

Prepared by: Amy Ehlin/Chrissy Asterito Date: August 3, 2026