Job description

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world. Success at the GSB is defined by The GSB Way - a commitment to shared purpose, community, and excellence in all that we do. We seek individuals who elevate themselves and those around them through the practice of academic candor, generous collaboration, and bringing curiosity and rigor to solving meaningful problems. At the GSB, impact means taking ownership , and contributing to a purpose-driven, collaborative, and high-performing community in service to the institution’s mission. The Event Operations team within the Facilities & Hospitality Department of Stanford GSB seeks an experienced and highly skilled Conference and Event Manager for a 1 year-fixed term position . The Conference and Event Manager will work closely in partnership with Stanford GSB department and event owners to plan and execute conferences and events, such as high-profile speaker visits, academic conferences, seminars, executive programs, student-facing educational opportunities and other university-related events. This position serves as a project leader and subject matter expert in managing a portfolio of events, including large/multi-day events and will be part of a highly collaborative team assisting in the execution of Stanford GSB’s in-person, hybrid, and virtual events. The Conference and Event Manager will need to exercise good judgment regarding how to prioritize tasks in the face of frequently shifting priorities. It is essential to have excellent judgment, integrity, flexibility, and creativity as well as a positive attitude and the ability to collaborate and consult. If you are an experienced event manager with outstanding event planning expertise and exceptional customer service skills, ready to take-on new challenges in higher education, this is a position for you. The GSB campus properties include the Knight Management Center and GSB Residences on 19.5 acres with nearly 700K sq.ft. of buildings that support academic and administrative functions, student and executive residential experiences and food service programs. The Schwab Residential Center is a 24-hour, 7-day/week residence, conference center. Core Duties : • 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. [REMOVE STATEMENT BEFORE POSTING - KEEP LANGUAGE BELOW, IF APPLICABLE. REMOVE IF NOT APPLICABLE] 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. Plan and execute Stanford University events, such as trade shows, seminars, conferences, sports or alumni events and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support and pre and post event evaluations. Procure and coordinate vendor services. Coordinate facility, exhibit set-up, equipment and catering requirements. Provide on-site event support. May research potential event locations and evaluate alternatives.

Requirements

Must-haves

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
Build and maintain relationships with internal and external
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
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
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.

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: oracle-cloud
Effort: medium