Strategic University Events Lead

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

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.