Events Planner

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 85,000 - 98,000; Full time

Job summary

The Stanford Institute for Economic Policy Research (SIEPR) is seeking an experienced and highly skilled Event Planner. This role plans, coordinates, and executes events, collaborating with stakeholders to define scope, format, and budgets, and oversees marketing, vendor coordination, registration, and venue management.

Plan and execute events such as seminars and conferences, manage registration logistics, and provide on-site support.

Qualifications

• Bachelor’s degree and three years of event planning experience.
• Experience planning seminars, conferences, alumni events, and related activities.
• Strong budgeting, vendor coordination, and on-site support capabilities.

Responsibilities

• Initiate and lead meetings with stakeholders to plan event scope, format and budgets.
• Lead projects coordinating marketing, vendors, and operations for events.
• Manage budget planning and venue management for specific events.
• Oversee development of registration strategy and logistics.
• Build and maintain relationships with internal and external partners.
• Procure and coordinate vendor services; negotiate contracts.
• Research potential event locations and evaluate alternatives.
• Provide on-site event support and supervise staff as needed.

Skills

Budget management

Project management

Communication

Team leadership

Time management

Customer service

Microsoft Office

FileMaker Pro

Google Docs/Forms

Collaboration

Education

Bachelor’s degree in a relevant field

Tools

Mailchimp

Canva

Adobe Creative Cloud

Google Docs

Google Forms

Job description

Work Schedule

Work Schedule: Hybrid work arrangement with at least 3 days per week on-site.

Position

JOB DESCRIPTION

Job Title: Event Planner 2

Exemption: Exempt

Work Schedule

Work Schedule: Hybrid work arrangement with at least 3 days per week on-site.

Budgeted Salary

The expected pay range for this position is $85,000 to $98,000 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.

School/Unit Description

The Stanford Institute for Economic Policy Research (SIEPR) is Stanford University's premier institute for the study of economic policy. For more than 40 years, SIEPR has advanced rigorous, nonpartisan research that informs evidence-based policy solutions, develops the next generation of scholars and leaders, and addresses some of the world's most pressing economic challenges.

SIEPR is committed to supporting research across a broad range of economic policy issues while convening leaders from academia, government, and business to foster informed dialogue and innovative solutions. The institute also inspires and prepares the next generation of economists and policy experts through research opportunities, mentorship, and academic engagement. Through these efforts, SIEPR advances its vision of improving lives by making economic policy more effective, equitable, and informed.

To learn more about our work, please visit our website: Stanford Institute for Economic Policy Research (SIEPR).

Position Summary

The Stanford Institute for Economic Policy Research (SIEPR) is seeking an experienced and highly skilled Event Planner. This role collaborates with the Events team to plan, coordinate, and execute events, working closely with stakeholders to define scope, format, and budgets. It oversees all event phases, including marketing, vendor coordination, registration logistics, and facility management. Key responsibilities include building partnerships, developing registration strategies, and maintaining communication with all vendors. Additionally, the role manages email marketing through Mailchimp and designs event materials with tools like Canva or Adobe Creative Cloud, ensuring cohesive and successful event execution from start to finish.

Plan and execute events, such as seminars, conferences, sports or alumni events, and other university related events. Plan and manage logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Procure and coordinate vendor services. Provide on-site event support. May research and provide recommendations for potential event locations and evaluate alternatives.

Responsibilities

• Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
• Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
• Oversee development of registration strategy and logistics.
• 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 for potential event locations, and evaluate alternatives.
• Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
• 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.
• Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.
• Train and supervise junior event planners in proper execution and implementation of events.
• May oversee support staff, students, and contingent event staff.

Minimum Education And 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, time management, and customer service skills. Must be well organized and detailed oriented.
• Exceptional customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
• Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Certificates And Licenses Required

Must possess and maintain a valid California non-commercial Class C Driver’s License.

Drivers License Requirements

• Must possess and maintain a valid California non-commercial Class C Driver's License.
• Ability to drive day or night.
• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.