The Dean's Office at Stanford University Graduate School of Education (GSE) is seeking a full-time Event Manager to produce high-quality, logistically precise experiences for a diverse constituency of faculty, staff, students, affiliates, and community partners. This position is eligible for a hybrid work schedule (partially onsite and offsite work) in which the employee may be expected to work on-site for a consecutive period of days prior to and immediately following in-person events.
Interested applicants should include a cover letter describing why they are interested in this position at this stage in their career.
Who We Are:
The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice, and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact.
What You'll Do:
The Event Manager oversees the planning and implementation of a large and evolving portfolio of community-building, celebratory, and academic events, including the Dean's Annual Kickoff BBQ, GSE community happy hours, Commencement, multi-day conferences, symposia, special receptions, and dinners. In this role, you will partner with event owners and stakeholders to fulfill the expectations and goals of their events; create and adhere to project budgets and timelines; and follow administrative procedures for managing expenses, billing, and reporting processes. The Event Manager maintains relationships with vendors and negotiates bidding processes for best services and most efficient costs for venues, rentals, catering, special gifts, and event materials and collateral. The Event Manager may also work with the GSE Communications Team to develop outreach plans and marketing strategies for advertising events to broad audiences.
Reporting to the Sr. Director of Administration, the Event Manager will join a team of HR, facilities, and administrative staff who provide a broad range of services and operational support for the GSE community. As the resident expert on event planning strategies, the Event Manager may take a leadership role in providing direction, training, and guidance to junior event planners and staff colleagues. This includes oversight of the GSE's event planning resources webpage and consulting with GSE departments and students to provide planning strategies and creative solutions that result in more efficient, effective, and successful event outcomes. As a planning partner and event specialist for the Dean's Office, the Event Manager has the potential to develop a robust network of professional relationships within and beyond the GSE.
Your primary responsibilities will 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, vendors, catering, equipment/furnishings, guest experience, registration, scheduling and logistics. 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, review administrative procedures and event progress, and provide guidance and policy interpretation.
Communicate with visiting entities such as vendors, speakers/panelists, alumni and program participants for assigned events.
Responsible for budget planning and management, venue management, and equipment and facilities management for specific events.
Oversee registration strategy and logistics as needed.
Build and maintain relationships with internal and external partners.
Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
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 to ensure they conform to the event needs. Create specialized floor plans and coordinate event setup/take down.
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.
Train and supervise junior event planners in proper execution and implementation of events.
Other duties may also be assigned.
What You'll Bring: The ideal candidate is a friendly, proactive, and dependable self-starter with excellent project management and organizational expertise. Your experience includes in-person and virtual events of various size, scope, and budget. You enjoy bringing creative solutions to problems and setbacks, and you look for opportunities to build bridges with colleagues and event stakeholders. This role requires working with all levels of our constituents, so it is important that you demonstrate professional decorum, clear communication, and leadership through influence. Ongoing success in the role will require a collaborative spirit and flexible attitude, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school. Additional requirements include:
Education & Experience: Bachelor's degree and three years of relevant experience or combination of education and relevant experience.
Knowledge, Skills, and Abilities:
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.
Ability to work both independently and as part of a team.
Excellent interpersonal, communication and time management skills. Must be well organized and detail oriented.
Exceptional hospitality 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 and Google Workspace. 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.
In addition, preferred requirements include:
Familiarity with coordinating events and/or programs for academic audiences.
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 enrich 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 a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
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 or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
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. As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Finalist must successfully complete a background check prior to working at Stanford University.
Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more. There's no visa sponsorship for this position.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
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.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?