Event Planner

$67,000 - $79,000/Yr

Stanford Byers Center For Biodesign - Stanford, CA

Part-time - Entry Level

Stanford, CA

10,001+ employees

About the position

Stanford's Graduate School of Business (GSB) is seeking an experienced Event Planner to join the Event Operations team within the Facilities & Hospitality Department. This role is pivotal in scheduling, planning, and executing a variety of programs and events, including academic courses, seminars, conferences, and executive programs for both the GSB and the wider university community. The Event Planner will be responsible for managing a portfolio of events, responding to requests through various channels, and collaborating with a diverse group of stakeholders including staff, faculty, and students to ensure the successful execution of logistically precise events. The Event Planner will need to demonstrate excellent judgment and flexibility in prioritizing tasks amidst frequently shifting priorities. A positive attitude, creativity, and the ability to collaborate effectively are essential traits for success in this role. The position also involves providing administrative support in finance and communications, among other tasks, which requires a well-organized and detail-oriented approach. The GSB campus features extensive facilities, including the Knight Management Center and GSB Residences, which support a range of academic and administrative functions. In this role, the Event Planner will have the opportunity to utilize their event planning and venue management skills to support the mission of the GSB, contributing to a transformative leadership experience for students. The position is fully onsite, with the potential for remote work one day per week, and requires occasional evening and weekend work to accommodate event schedules.

Responsibilities

• Design, plan, implement, and coordinate customized events.
• Serve as a member of the Event Operations team and contribute to a wide variety of functional areas, including decisions around scheduling, event logistics, and facilities.
• Consult with stakeholders to determine event objectives and requirements.
• Inspect event facilities to ensure they meet the event needs.
• Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risk.
• Communicate with visiting entities such as vendors, alumni, and program participants for assigned events.
• Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
• Resolve calendar conflicts. Generate analytical reports and summaries.
• Utilize and maintain complex venue reservation system/database in EMS and other event planning software.
• Monitor and respond to inquiries by email, phone, in-person, or through venue reservation system. Serve as a resource regarding a defined set of policies and procedures.
• May schedule and inspect event facilities for maintenance, janitorial, and safety issues.
• May serve as project leader on smaller scale events or work as part of a team on program elements for larger scale events.
• Provide administrative support in areas of finance, communications, webpages, among other administrative tasks.

Requirements

• Associate degree and three years of relevant experience or combination of education and relevant experience.
• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills.
• Must be well-organized and detail-oriented.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers, including students, staff, faculty, and relevant university offices.
• Proficient computer skills and demonstrated experience with office software and email applications such as Microsoft Office suite and Google Workspace.
• Knowledge and/or previous experience with space management and scheduling platform, such as EMS. Willingness to learn the department reservation system and other applications.
• Comfort with technology and data management.
• Ability to work occasional evenings and weekends.

Nice-to-haves

• Experience in venue management

Benefits

• Competitive salaries
• Excellent health care and retirement plans
• Generous vacation policy, including additional time off during winter closure
• Career development programs
• Tuition reimbursement
• Access to wellness programs
• Child-care resources
• Parent education and consultation
• Elder care and caregiving support
• Access to world-class exercise facilities
• Free commuter programs and ridesharing incentives
• Discounts for computers, cell phones, recreation, travel, entertainment, and more