The main work location for this position is Stanford University Historic campus. Open to hybrid work schedule (at least 2 days per week on-site).
To be considered, please apply with a cover letter outlining your experience as it relates to this job.
OFFICE OF SPECIAL EVENTS & PROTOCOL
The Office of Special Events & Protocol (OSEP), a division of University External Relations, is responsible for the production, design, and implementation of many of the university's major public ceremonies and high-profile special events. This includes managing core events related to Commencement Weekend, Family Weekend, high profile dignitary visits, and other special events hosted by the President and Provost's Office. OSEP also provides event planning and event management production expertise and advice for members of the Stanford community. The department advises departments about university event policies, procedures, and protocol regarding special visits, non-academic event space usage, and provides event planning education to Stanford faculty, staff, and students.
In this role, you will plan and project manage special events as assigned. You will plan and manage logistics, production schedules, timelines and materials support, and pre- and post-event evaluations. You may also research and provide recommendations for potential event locations and evaluate alternatives and work on supporting or producing in-person and hybrid events. To be successful in this role, you will procure and coordinate vendor services as needed for events, and provide event planning support to the OSEP team on other university related events as needed, including on-site day-of event support. Additional responsibilities will include working on special projects with the executive director that may include events research, benchmarking, policy drafting and updates, which may include some events training development components.
CORE DUTIES*: * Serve as project leader on specific events, coordinating teams, implement, and manage aspects of events such as: logistical timelines, production schedules and vendor contracts. * Initiate, plan and format of events with executive director, establish and monitor budgets, and/or review administrative procedures and event progress. * Responsible for budget planning and management, venue management, equipment and facilities management for specific events. * Build and maintain relationships with internal and external vendors and departments. * Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks. * Research and provide recommendations for potential event locations, and evaluate alternatives. * May 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. * Oversee development of registration strategy and logistics if applicable. * Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.
Education & Experience:
Minimum three years' experience as an events manager.
Managing high profile events and previous experience in a university environment a plus.
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, time management, and customer service skills. Must be well organized and detailed oriented. * Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills. * Knowledge of Microsoft Office suite, Adobe Design Suite and knowledge of cloud applications such as Google Docs and Forms. * Some website knowledge preferred for Drupal software backup/updates. * Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
Note: Not all unique aspects of the job are covered by this job description
Certifications and Licenses: * Valid Non-Commercial Class California Driver's License.
The expected pay range for this position is $71,000 - $97,000 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.
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 10-20 pounds. * Ability to obtain and maintain a California Non-commercial Class license and drive day or night. * - 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 the job.
WORKING CONDITIONS: * May require some travel and working evenings and weekends. * Remote work arrangements available when not working on site at events.
Why Stanford is for you:
Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As demonstrated by the IDEAL initiative (Inclusion, Diversity, Equity & Access in a Learning Environment), we believe that diversity and excellence go hand-in-hand, and we hire individuals with a commitment to work effectively with colleagues and donors from diverse backgrounds. A major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives.
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. * 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. 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.
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?