Senior Event Planner

San José State University; San Jose (CA); On-site; USD 80,954 - 82,572; Full time

Job summary

San José State University is seeking a Senior Event Planner to lead planning, coordination, and execution of university events across a wide range of scopes. You will manage complex logistics, collaborate with campus partners, and ensure alignment with branding and standards.

The role requires strong project management, vendor engagement, budget oversight, and on-site leadership, with a focus on enhancing engagement with internal and external audiences.

Qualifications

• Bachelor's degree in a related area and four years of relevant experience.
• Additional advanced degree may be substituted on a year-for-year basis.
• Experience coordinating vendor contracts, event logistics, and hospitality services.
• Strong organizational, time management, and communication skills.

Responsibilities

• Lead the planning, coordination, and execution of university events of varying size and complexity.
• Develop comprehensive event plans, project timelines, production schedules, run-of-show documents, and logistical plans.
• Coordinate venues, catering, audiovisual services, rentals, décor, entertainment, transportation, security, parking, registration platforms, data analytics, and other event services.
• Collaborate with university departments to understand event objectives and develop event strategies that support institutional priorities.
• Manage event budgets, contracts, vendor relationships, and purchasing processes.
• Ensure events reflect university branding, hospitality standards, accessibility requirements, and risk management practices.
• Provide on-site event leadership, including setup, execution, troubleshooting, and event breakdown.
• Evaluate event outcomes and recommend improvements for future programs.
• Build and maintain collaborative relationships with campus departments, university leadership, faculty, staff, students, volunteers, sponsors, donors, alumni, and external partners.
• Coordinate planning meetings and communicate project timelines, responsibilities, and event expectations.
• Work with Strategic Communications and Marketing to support event communications and promotions.
• Serve as a primary liaison between stakeholders and service providers for successful execution.
• Identify opportunities to improve operational efficiency and customer service.

Skills

Event planning

Project management

Logistics

Budget management

Vendor management

Stakeholder coordination

Communication skills

Microsoft Office

Event management tech

Education

Bachelor's degree in related field

Bachelor’s degree in Marketing, Hospitality, Business or related field

Tools

Event management software

CRM systems

Ticketing platforms

Job description

Job no: 560284
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Marketing/Communications

Job Summary

Under the general direction of the Director of Special Events, the Senior Event Planner is responsible for planning, coordinating, and executing a broad range of university events that advance San José State University's strategic priorities. The incumbent independently manages complex event logistics and collaborates with campus departments, university leadership, external partners, vendors, and community stakeholders to deliver high-quality events that enhance the university's reputation and strengthen engagement with internal and external audiences.

The Senior Event Planner serves as a lead event professional responsible for planning and executing university events of varying sizes, scopes, and complexities. Assignments may include, but not be limited to, campaign launch and other associated events, alumni engagement programs, donor and stewardship events, presidential and cabinet events, academic ceremonies, recognition events, conferences, community engagement activities, student-focused events, campus celebrations, and other university-sponsored events as assigned. The position oversees all phases of event planning, including project management, logistics, venue coordination, vendor management, budgeting, hospitality, risk management, communications coordination, and on-site event execution. The incumbent works collaboratively with campus partners to ensure events align with university objectives, branding standards, and operational best practices.

In addition, the Senior Event Planner assists with Commencement planning and operations, including but not limited to supporting ticketing processes, event logistics, customer service, and coordination across multiple commencement ceremonies. The position exercises considerable judgment and initiative while managing multiple concurrent projects in a fast-paced environment and contributes to the continuous improvement of university event operations and guest experiences.

Key Responsibilities

• Lead the planning, coordination, and execution of university events of varying size and complexity
• Develop comprehensive event plans, project timelines, production schedules, run-of-show documents, and logistical plans
• Coordinate venues, catering, audiovisual services, rentals, décor, entertainment, transportation, security, parking, registration platforms, data analytics, and other event services
• Collaborate with university departments to understand event objectives and develop event strategies that support institutional priorities
• Manage event budgets, contracts, vendor relationships, and purchasing processes
• Ensure events reflect university branding, hospitality standards, accessibility requirements, and risk management practices
• Provide on-site event leadership, including setup, execution, troubleshooting, and event breakdown
• Evaluate event outcomes and recommend improvements for future programs
• Build and maintain collaborative relationships with campus departments, university leadership, faculty, staff, students, volunteers, sponsors, donors, alumni, and external partners
• Coordinate planning meetings and communicate project timelines, responsibilities, and event expectations
• Work collaboratively with Strategic Communications and Marketing, as well as other campus partners, to support event communications and promotional activities
• Serve as a primary liaison between event stakeholders and service providers to ensure successful event execution
• Identify opportunities to improve operational efficiency, customer service, and event planning processes
• Assist with planning and operational support for the university's commencement ceremonies and related events
• Maintain event records, planning documents, contracts, invoices, and reports

Knowledge, Skills & Abilities

• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Extensive knowledge of event planning principles, project management, logistics, and hospitality practices
• Ability to independently manage multiple complex projects simultaneously
• Excellent organizational and time management skills
• Strong written, verbal, and interpersonal communication skills
• Ability to establish and maintain effective working relationships with stakeholders
• Strong customer service orientation
• Ability to exercise sound judgment and solve problems in dynamic environments
• Excellent skills managing vendors, contracts, and event budgets
• Proficiency with Microsoft Office and event management technologies
• Ability to analyze operational needs and implement process improvements
• Ability to work evenings, weekends, and occasional holidays as required to support university events
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Equivalent to a bachelor's degree in a related area
• Four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted on a year-for-year basis.

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• Bachelor’s Degree in Marketing, Hospitality, Business or a related field (In lieu of a degree, an additional five years of experience may be substituted for the degree)
• Minimum two years of experience planning complex events in higher education, nonprofit, government, hospitality, or corporate environments
• Minimum two years of experience coordinating large-scale public events, ceremonies, conferences, or institutional events
• Minimum two years of experience working with university leadership, external stakeholders, and community partners
• Experience with event management software, CRM systems, and ticketing platforms (ie Ticketmaster, Paciolan, etc.)
• Experience coordinating vendor contracts, event logistics, and hospitality services

Compensation

Classification: Event Conference Planner III
Anticipated Hiring Range: $7,254/month - $7,399/month (Step 19 or Step 20)
CSU Salary Range: $5,079/month - $7,399/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.