Event Planner

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

📁: Marketing

📅   : Jul 18, 2024 Post Date

📅   : 103987 Requisition #

Stanford's Graduate School of Business (GSB) 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 the Stanford Graduate School of Business seeks an experienced and skilled Event Planner. The Event Planner will work in partnership with Stanford GSB departments and program owners. The Event Planner schedules, plans, and executes programs and events, such as academic courses, seminars, conferences, major events, and executive programs for the GSB as well as the university. This position monitors and responds to requests submitted through email, phone, or the venue reservation system and manages a portfolio of events and programs, working with a diverse constituency of staff, faculty, and students to produce logistically precise events. This position also provides administrative support to the department in finance and communications, among other administrative tasks.

The Event Planner 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. In this role, you will have the opportunity to use your event planning and venue management skills to support the mission of the GSB. If you are an experienced event planner with exceptional venue scheduling management and 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:

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.

To be successful in this position, you will bring:

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.
This is a fully onsite role with the potential to work remote one day per week.

In addition, preferred requirements include:

Experience in venue management
Please submit a cover letter and resume along with your online application.

The expected pay range for this position is $67,000 to $79,000 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.

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.

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.

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.

Additional Information