Events Manager (Fixed Term)

Stanford University; Palo Alto (CA); Hybrid; USD 102,000 - 117,000; Full time

Job summary

Stanford University seeks a events professional to plan and execute special events, coordinating logistics, vendor services and on-site support.

You will manage production schedules, timelines and materials, and contribute to post-event evaluations for a variety of in-person and hybrid events across campus.

Qualifications

• Sourcing and engaging vendors; processing invoices and orders.
• Contracts work with procurement; COI and multi-year contract monitoring.
• Managing department inboxes and inquiries by email/phone.
• Inspecting event facilities for safety and regulatory compliance.
• Managing high-profile events; prior experience in educational settings preferred.
• Familiarity with university events; experience at Stanford is a plus.

Responsibilities

• Plan and manage logistics, production schedules, timelines and materials support, and pre- and post-event evaluations.
• Research potential event locations, evaluate alternatives and support in-person and hybrid events.
• Procure and coordinate vendor services; provide planning support to OSEP on-site for events.
• Support budget management, invoice reconciliation and other special projects for the office.

Skills

Vendor sourcing

Contract management

Email/phone management

Facilities safety inspection

High-profile events

University events familiarity

Job description

Job Description

Main Work Location: Historic Stanford Campus

Work Arrangement: Hybrid (at least 4 days on-site, preferably 5 days)

Budgeted Salary Range: The expected pay range for this positions is $102,186 to $117,000 per annum.

This is a one-year fixed term position.

Department Summary

University Events plays a pivotal role in shaping the vibrant events structure and culture on campus and orchestrates the university’s most significant events – the convenings, ceremonies, and signature community celebrations that bring together the Stanford community in service of the academic mission. This includes Convocation, Family Weekend, and Commencement, among other events. Working in close partnership with academic and administrative leaders and a team of events professionals, this unit brings systems, solutions, creativity, and interdisciplinary connections needed to make complex, high-visibility events both streamlined and successful. By furthering strong stakeholder relationships, shared standards and playbooks, and fostering a culture of collaboration and continuous improvement, this unit ensures that Stanford’s major events reflect the university’s values of excellence, openness, and optimism.

Position Summary

Reporting to the Associate Vice President of University Events. In this role, you will support the planning and execution of special events as assigned. You will plan and manage logistics, production schedules, timelines and materials support, and pre- and post-event evaluations. You will 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 manage, procure and coordinate vendor services as assigned for events, and provide event planning support to the Office of Special Events & Protocol (OSEP) team related to their university events as needed, including being present on-site to provide day-of-event support. You will also support the OSEP team with financial administrative tasks and budget management, invoice reconciliation or other special projects as assigned.

In addition to the minimum requirements, the following skills and experience are preferred:

• Sourcing and engaging vendors, including submitting requests and finalizing orders, coordinating deliveries and processing invoices.

• Contracts work with procurement. Obtaining Certificate of Insurance (COI) and Multi-year contract monitoring

• Managing department shared inboxes and responding to inquiries by email and phone.

• Inspecting 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

• Managing high-profile events and previous experience in an educational setting.

• Familiarity with university events and/or work experience at Sanford.