Senior Associate Director, Office of Special Events & Protocol

🔍 Office of External Relations, Stanford, California, United States

📁: Marketing

📅   : Oct 25, 2024 Post Date

📅   : 105021 Requisition #

Main Work Location: Arrillaga Alumni Center, Main Campus

To Apply: Please submit a cover letter and résumé along with your online application.

Schedule: Hybrid (at least 2 days per week on site with additional days as needed for events)

The Office of Special Events & Protocol (OSEP), part of the Office of External Relations, is responsible for the production, design, and implementation of many of the university’s public ceremonies and high-profile special events. This includes managing the Commencement ceremony, Baccalaureate, Family Weekend, Convocation, high profile dignitary visits, and other special events hosted by the President and Provost’s Office. OSEP advises on event planning management practices, adherence to university event policies, protocol for special visits, and non-academic event space usage. In collaboration with the Events Planner Practitioner Community, OSEP also provides event planning education and training services to Stanford faculty, staff, and students.

The Senior Associate Director will report to the Executive Director and collaborate on management strategy related to special events, build and facilitate relationships with cross-department stakeholders, and help to manage the OSEP events team. This position will support the Executive Director in the management and implementation of the university’s public ceremonies and high-profile special events, including Commencement Weekend and Family Weekend. They will provide strategic leadership and contribute to the creation, development, and execution of various facets of events including effective collaboration with key community partners and other event support programs.

In this role you will:

Provide strategic leadership for the development and execution of events (in-person, hybrid or virtual) including Convocation, Family Weekend, Baccalaureate, and Commencement
Oversee members of the events team and project manage events in collaboration with campus partners to produce quality, multi-faceted events and productions.
Develop, execute and manage strategy and coordination for ongoing relationships and meetings with internal and external partners for efficiencies in vendor arrangements, ticketing, and volunteer recruitment and training.
Develop on-going relationships with internal and external partners to plan scope and format of events, establish and review administrative and planning procedures, and prepare timelines noting event progress and milestones.
Scope the length and difficulty of tasks, projects, and events; help team break down work into process steps. Identify opportunities for synergy and integration.
Work cross-departmentally to prepare and manage complex program budgets and budget planning for specific events.
Collaborate with the Executive Director to execute and delegate both routine and important tasks and decisions, while assuming final responsibility for event logistics through effective team management.
Manage staff in day-to-day operations, including career coaching, personal development for direct reports, and related performance processes. Ensure work completion within schedule and constraints.
Analyze successes and failures based on best practices and implement improvements; marshal resources to accomplish goals (including planning and debriefing events).
Manage through ambiguity with new and changing event logistics and able to pivot through last minute changes should they arise.
Provide regular and ongoing updates to the Executive Director on the status of planning and projects.
Provide on-site event support and other External Relations event support as needed.
Demonstrate a commitment to promoting and supporting an environment of diversity and inclusion.

To be successful in this role, you will bring:

Bachelor’s degree and eight years of relevant experience or combination of education and relevant experience.
Previous planning experience in an academic environment preferred, as well as experience managing large multi-dimensional events.
Demonstrated history in creating innovative event planning strategies and successful event collaborations.
Excellent judgment and decisiveness, high integrity, enthusiasm, diplomacy, discretion, and ability to manage confidential or sensitive material.
The ability to remain calm under pressure and manage through ambiguity with new or changing event coordination. Collaborative leadership skills: ability to engage and empower an organized team of event planning professionals, fostering a strong, cohesive team environment.
Superior verbal and written communication skills.
Skills in developing a staff of professionals and support personnel. Includes selection, motivation, and leadership of staff, as well as evaluation and development.
Demonstrated competency in budget management, cost accounting and vendor contract relationships.
Exceptional customer service skills with the ability to cultivate professional business partnerships.
Willingness to work occasional evenings and weekends for on-site event management.
Experience working with Apple Mac environment, Microsoft Office suite, Google Drive Platform, Slack, and Adobe Suite.

PHYSICAL REQUIREMENTS:

Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

The expected pay range for this position is $133,514–$152.000 per annum.

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:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit courses. Join a TEDTalk, film screening, or listen to a renowned author or global leader.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall or choose from hundreds of health and fitness classes at our excellent exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts, and more!

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