Events Coordinator, Young Adult Leadership Initiative

Princeton Theological Seminary Inc.; Princeton (NJ); On-site; USD 60,000 - 65,000; Full time

Job summary

Princeton Theological Seminary Inc. is seeking an experienced Events Coordinator for the Polaris Young Adult Christian Leadership Initiative.

The role plans and executes event logistics for on-campus and off-campus gatherings across three program arms, coordinating with the Hospitality & Events team to ensure smooth execution. The position requires 5+ years in conference or event planning, strong organizational and communication skills, and ability to travel and work evenings/weekends.

Qualifications

• Minimum 5 years of experience in conference or event planning.
• Bachelor's degree preferred; 3-5 years of experience in a higher-education setting preferred.
• Detail-oriented, with excellent organizational skills and the ability to manage a complex, multi-site, multi-year event calendar.
• Excellent communication and interpersonal skills; strong decision-making ability under time pressure.
• Proficiency with an event management system and Microsoft Office365 applications required.
• Full understanding of the components of event management; experience with database management systems.
• Interest in young adult ministry, faith-based programming, or higher education preferred.
• Flexibility to work evenings and weekends and to travel regularly, including multi-day travel to off-campus and national retreat and convening sites.
• Demonstrated commitment to diversity, equity, inclusion, and belonging, with experience working effectively across diverse racial, ethnic, denominational, and organizational communities.
• Other duties as assigned.

Responsibilities

• Event Planning and Logistics: Serve as the primary point of contact for all Polaris on-campus and off-campus events, including design sprints, leadership summits, fellowships and retreats, and staff retreats; coordinate all aspects of events from planning through post-event follow-up; schedule event spaces; conduct site visits for off-campus locations; manage rental contracts and insurance; liaise with Facilities, Media Services, Dining Services, Chapel, Public Safety; arrange catering and vendor supplies; organize lodging and printed materials; liaise with travel agency for flights; monitor vendor contracts and risk management.
• Event Support and Day-of Logistics: Provide day-of support for all Polaris gatherings, manage registration, supplies, and on-site problem solving; oversee student staff as needed; maintain event files; schedule after-action reviews.
• Financials and Reimbursement: Ensure vendor deposits/invoices are processed; assist with invoice prep, budget tracking, and billing.
• Continuing Education and Institutional Support: Support other Continuing Education and Hospitality & Events programming as capacity allows; participate in team meetings; collaborate with committees and partner organizations.

Skills

Conference/event planning

Detail-oriented

Organizational skills

Communication skills

Interpersonal skills

Decision-making under pressure

Travel flexibility

Diversity, equity, inclusion

Multi-site calendar management

Team coordination

Education

Bachelor's degree preferred

Tools

Event management system

Microsoft Office 365

Database management systems

Job description

Princeton Theological Seminary Inc. is seeking an experienced Events Coordinator for the Polaris Young Adult Christian Leadership Initiative.

The role plans and executes event logistics for on-campus and off-campus gatherings across three program arms, coordinating with the Hospitality & Events team to ensure smooth execution. The position requires 5+ years in conference or event planning, strong organizational and communication skills, and ability to travel and work evenings/weekends.