Conference and Event Manager

🔍 Graduate School of Business, Stanford, California, United States

📁: Marketing

📅   : Sep 18, 2024 Post Date

📅   : 104636 Requisition #

This is a 2-year fixed term position.

Conference and Event Manager

Stanford Graduate School of Business
Stanford's Graduate School of Business has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact like no other. We are committed to advancing diversity, equity, and inclusion in service of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world. We invite you to be part of this mission.

The Event Operations team within the Facilities & Hospitality Department of Stanford GSB seeks an experienced and highly skilled Conference and Event Manager for a 2-year fixed term position with a possibility of renewal. The Conference and Event Manager will work closely in partnership with Stanford GSB department and event owners to plan and execute conferences and events, such as high-profile speaker visits, academic conferences, seminars, executive programs, student-facing educational opportunities and other university-related events. This position serves as a project and team leader in managing a portfolio of events, including large/multi-day events and will be part of a highly collaborative team assisting in the execution of Stanford GSB’s in-person, hybrid, and virtual events.

The Conferences and Events Manager will need to exercise good judgment regarding how to prioritize tasks in the face of frequently shifting priorities. It is essential to have excellent judgment, integrity, flexibility, and creativity as well as a positive attitude, the ability to collaborate and consult, and a good sense of humor. If you are an experienced event manager with outstanding event planning expertise and exceptional customer service skills, ready to take-on new challenges in higher education, this is a position for you.

The GSB campus properties include the Knight Management Center and GSB Residences on 19.5 acres with nearly 700K sq.ft. of buildings that support academic and administrative functions, student and executive residential experiences and food service programs. The Schwab Residential Center is a 24-hour, 7-day/week residence, conference center.

Your primary responsibilities include:

- Serve as project leader on specific events, overseeing all aspects of each event and coordinating teams that plan, implement and manage event logistics such as: AV, equipment/furnishings, registration, catering, managing vendors, etc. Provide on-site event management and support.
- Initiate and lead meetings with stakeholders to define and monitor scope and format of events and event budgets, and/or review administrative procedures and event progress, and provide guidance and policy interpretation.
- Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
- Manage venue scheduling, including strategies around scheduling, reservation requests, calendar conflicts and venue usage.
- Utilize and maintain complex venue reservation system/database in EMS and other event planning software.
- Inspect event facilities to ensure they conform to the event needs. Create specialized floor plans and coordinate event setup/take down.
- Oversee registration strategy and logistics as needed.
- Build and maintain relationships with internal and external partners.
- Procure and coordinate vendor services.
- Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
- Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
- Inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations.
- Arrange for correction if issues are found.
- Provide support for virtual and hybrid events.
- Communicate with visiting entities such as speakers/panelists, alumni, and program participants for assigned events.
- Other duties may also be assigned.

To be successful in this position, you will bring

- 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, and the ability to manage complex timelines and multiple projects.
- Proficient in managing Zoom meetings and Webinars and/or willingness to learn.
- Ability to work both independently and as part of a team.
- Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
- Exceptional hospitality and customer service skills with the ability to cultivate partnerships.
- Demonstrated high level of confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.
- Knowledge of Microsoft Office suite, cloud applications such as Google Workspace, Eventbrite. Willingness to learn department reservation system and other applications.
- Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
- Ability to work occasional evenings and weekends
- This is a fully onsite position with the potential to work remote one day per week.

In addition, preferred requirements include:

- Stanford experience

The expected pay range for this position is $77,000 to $97,000 per year.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Stanford’s dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:

- Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
- A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
- A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
- Discovery and fun. Visit campus gardens, trails, and museums.
- Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!
  
  We pride ourselves in being a culture that encourages and empowers you.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.

*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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