Project Specialist

Type: Full Time

Posted Date: 2026-08-21

Pay Range: 30.00 - 35.00 USD per year

Primary Function

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.

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.

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.