Project Specialist

TeamPeople; Plainsboro Township (NJ); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Health benefits

401(k) plan

Dental insurance

Vision insurance

Job summary

TeamPeople is seeking a dedicated on-site events coordinator in Plainsboro, NJ. You will serve as a key support member, liaising between department leadership, internal clients and external partners to ensure smooth conference and event execution.

The role focuses on intake coordination, scheduling, resource management and high-touch service. A degree in a related field plus 3+ years in admin or event coordination is preferred.

Qualifications

• Bachelor’s degree or equivalent preferred.
• Experience in conference and events coordination is a plus.
• 3+ years of office administration, communications, or executive support preferred.

Responsibilities

• Coordinate intake project requests, schedules, resources and admin functions.
• Generate weekly project status reports for active and upcoming projects.
• Manage project timelines, milestones and agendas.

Skills

Documentation

Problem solving

Organization

Communication

Prioritization

Multitasking

Education

Degree in Strategic Communications, Business Administration, Hospitality, Project Management, Marketing, Public Relations, or related field

Tools

Microsoft Office

Adobe Creative Suite

Job description

Serve as the key support member on the conference, events, and production team that is a liaison between the department Director, internal clients and various external partners. Support the department by assisting in coordinating intake project requests, schedules, resources, and administrative functions of the conference and events department.

Pay Range: 30.00 - 35.00 USD per hour

Duties & Responsibilities

• Work closely with department personnel in all aspects of logistical, operational, production, and project coordination
• Build productive working relationships with key internal technical partners, key stockholders, and internal clients
• Generate weekly project status reports across active and upcoming projects
• Coordinate project timelines, and pre-project discovery meetings, including setting up and owning internal meetings and agendas
• Manage flow of intake requests, Statements of Work, and project show flow documents
• Support larger projects as needed in areas of crew communications, sending crew call sheets, edit assignment overviews and project/production instructions
• Manage and update project schedules, milestones, deliverables, to ensure projects are running on schedule
• Maintain accurate project documentation, reporting, and data entry
• Schedule and manage internal and client meetings, including agendas and follow-ups
• Offer creative solutions and operational efficiencies where applicable
• Provide high-touch white glove service to internal stakeholders and clients
• Conduct client specific asset administration including taxonomy, data entry for final assets
• Work closely with department personnel in any aspect of logistical and operational coordination
• Assist with event and conference prep, setup, and execution
• Other duties as assigned
• This is a full time onsite position in Plainsboro, New Jersey

Skills & Qualifications

• A positive and proactive attitude and a willingness to jump in and help
• Strong documentation creation, tracking, and archiving background
• Problem solver, thriving in a fast paced environment
• Well-organized and capable of handling multiple assignments
• Excellent verbal and written communication skills
• Outstanding prioritization and organizational skills
• Proficiency in Microsoft Office
• Familiarity with Adobe Creative Suite and similar production tools
• Proficient with event, conferencing, and production terminology
• Performs well under pressure, while maintaining attention to detail and an appropriate sense of urgency
• Ability to interface effectively with a variety of people including team personnel, clients, and vendors to establish productive, ongoing relationships
• Strong results orientation to deliver seamless and timely services to customers
• May require after-hours and weekend work

Education & Experience

• Degree in Strategic Communications, Business Administration, Hospitality, Project Management, Marketing, Public Relations, or related field is preferred
• 3+ years office administration, communications, or exec assistant experience preferred
• Experience in conference and events company preferred

Customer Service Commitment:

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.