Events & Rental Coordinator

About the Role

The Events & Rental Coordinator is responsible for the physical setup, breakdown, and logistical success of campus events from start to finish. This role works with community members and external renters to coordinate facility usage, event setup, and breakdown. The coordinator serves as the point of contact for the calendar committee, facilities department, security department, business office, Princeton Day School community members, external renters, and faculty/staff regarding all school-sponsored events, facility usage, and rentals.

Responsibilities

• Facility Rentals and Use
  • Coordinate all facility rentals and use, including the School Building, The Athletic Center (for non-athletic events), Colross, Pretty Brook Farm, fields (for non-athletic events), and all other Princeton Day School venues.
  • Ensure all event needs are met and stakeholders are aligned.
  • Oversee billing for facility rentals and subsequent payment from rental customers.
• On-Site Event Coordination
  • Process event requests through the event management system (FMX), confirming completeness, space availability, and required approvals.
  • Manage FMX and Google event calendars, keeping the Facilities Master Event Calendar updated and aligned.
  • Coordinate execution of all rentals and events not directly sponsored by Princeton Day School (e.g., The Chinese School, Parent Association Events).
  • Coordinate execution of all Princeton Day School-sponsored events (e.g., Alumni Weekend, New Family Cocktail Reception, 50th Reunion, End of Year Class Parties, Lifer's Dinner, Baccalaureate Dinner, Commencement).
  • Coordinate rental and inventory of event equipment (e.g., tables, chairs, linens, tents, staging, sound, lighting).
  • Coordinate event expenditures with funding stakeholders and process invoices through the Blackbaud portal.
• On-Site Event Contact
  • Conduct final walkthroughs with stakeholders.
  • Be present for major events, including some nights and weekends, to ensure smooth operations.
  • Designate a contact for events that cannot be attended, in coordination with the supervisor.
  • Work with the buildings team to coordinate boiler coverage for weekend and evening events.
• Set Up for Events
  • Set up all furniture and equipment needed for events (e.g., tables, chairs, tablecloths, podiums, centerpieces, flowers, sound systems).
  • Coordinate rental company delivery, setup, and breakdown.
  • Coordinate support from internal stakeholders (e.g., Facilities, Security, IT, Kitchen) as needed.
• Summer Programs Support
  • Support the planning and implementation of the 7-week PDS Summer Program season in conjunction with the Summer Programs Manager.
  • Assist with preseason setup, registration, and parent questions.
  • Collaborate with Summer Programs Administrators on all summer needs.
  • Partner with outside vendors, including processing rental agreements and supporting preparation periods.
  • Work with internal groups (e.g., Communications, Admissions) to align the PDS Summer Programs experience with the school’s mission, vision, and values.

Requirements

• Excellent organizational and interpersonal skills.
• Excellent customer service and communication skills (verbal, written, and digital).
• Proficiency in technology, including Google Products, Microsoft Products, and other software.
• Ability to work independently, handle multiple tasks with competing priorities, and coordinate projects with varying deadlines.
• Problem-solving and creative thinking skills.
• Ability to follow oral and written directions and collaborate across the institution.
• Energy and enthusiasm to ensure a positive experience for all constituencies.
• Ability to work in hot, cold, dark, or loud environments.
• Ability to stand and walk for 8 hours.
• Ability to lift, push, or pull 50 pounds.

Pay

$25.00–$35.00 per hour (this role is eligible for benefits).

Benefits

Full-time and part-time employees regularly scheduled to work 30 hours or more per week are eligible for Princeton Day School’s competitive benefits package, which includes:

• Medical, dental, and vision insurance.
• Generous 403(b) match.
• Paid time off.
• Other valuable benefits.