Senior Catering Event Planner

$69,992 - $79,997/Yr

Stanford University - Stanford, CA

Full-time - Mid Level

Stanford, CA

10,001+ employees

Educational Services

About the position

The Senior Catering Event Planner at Stanford University plays a crucial role in planning and executing a variety of events, including seminars, conferences, sports events, and alumni gatherings. This position is essential for ensuring that all logistical aspects of events are meticulously managed, from registration and attendee tracking to the procurement of vendor services. The planner will provide on-site support during events and may also be involved in researching potential event locations and evaluating alternatives to ensure the best possible experience for attendees. In this role, the planner will initiate and lead meetings with stakeholders to define the scope and format of events, establish and monitor budgets, and review administrative procedures and event progress. As a project leader, the planner will coordinate teams responsible for all aspects of event management, including marketing, vendor relations, fan experience, ticketing, concessions, and media engagement. Budget planning and management, venue management, and equipment and facilities oversight are also key responsibilities. The Senior Catering Event Planner will build and maintain relationships with both internal and external partners, negotiate vendor contracts to minimize liability and risks, and ensure compliance with safety regulations. The planner will also be responsible for investigating and documenting any complaints related to events, ensuring that customer service and crowd control issues are addressed promptly. This position requires a high level of organization, attention to detail, and the ability to work both independently and collaboratively with various teams.

Responsibilities

• Plan and execute events such as seminars, conferences, sports or alumni events, and other university-related events.
• Manage logistics including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.
• Procure and coordinate vendor services, negotiating contracts to minimize liability and risks.
• Initiate and lead meetings with stakeholders to plan the scope and format of events, establish and monitor budgets, and review administrative procedures and event progress.
• Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events.
• Oversee development of registration strategy and logistics.
• Build and maintain relationships with internal and external partners.
• Research and provide recommendations for potential event locations and evaluate alternatives.
• Investigate, document, and report complaints regarding all aspects of events including customer service and crowd control.
• Inspect event facilities for maintenance, janitorial, and fire safety issues, ensuring compliance with regulations.

Requirements

• Bachelor's degree and three years of relevant experience or a combination of education and relevant experience.
• Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
• Excellent project management skills, with the ability to manage complex timelines and multiple projects.
• Ability to work both independently and as part of a team.
• Excellent interpersonal, communication, time management, and customer service skills.
• Exceptional customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative problem-solving skills.
• Knowledge of Microsoft Office suite, File Maker Pro, and cloud applications such as Google Docs and Forms.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Nice-to-haves

• Experience in a university or academic setting.
• Familiarity with event management software and tools.

Benefits

• Career development programs, tuition reimbursement, or course auditing.
• Superb retirement plans, generous time-off, and family care resources.
• Access to health care benefits and fitness classes at world-class exercise facilities.
• Free commuter programs, ridesharing incentives, and discounts.