The Office of Special Events & Protocol (OSEP), a division of Stanford University, Office of Public Affairs, is responsible for the production, design and implementation of many of the university’s major public ceremonies and high profile special events. OSEP provides event planning, event management and diplomatic protocol expertise for members of the Stanford community in support of high-level national and international delegations to the Stanford campus. This includes managing special visits by heads-of-state and other high profile individuals. The department creates and oversees on behalf of the university its event policies, procedures, and non-academic event space usage; and provides event planning education and training services to Stanford faculty, staff and students.
We are seeking an experienced, motivated, and team-oriented individual to join us in planning university events and ceremonies at various levels, and to assist the Executive Director with event development as needed. You will be involved in many of the exciting and challenging facets of the event planning process including production, design, and implementation. Projects will involve such highly visible events as those hosted by the President and Provost Offices and will include special signature and historical events such as the Stanford University Roundtable and Stanford’s Founders’ Day celebration, along with planning events on behalf of other university departments and schools. The events manager will be actively involved in various elements of Stanford’s annual Big 5 events which include: Commencement Weekend, New Student Orientation, Reunion Homecoming, Parents’ Weekend, and Admit Weekend.
We are looking to hire someone who shares our passion, commitment, and vision of excellence in maintaining and enhancing the image of Stanford as a leading education and research institution.
To be successful in this role you must have demonstrated the experience to be hands on when needed, a collaborative self-starter with a strong work ethic, and someone who enjoys working in teams on multiple, large and complex event projects.
Our events manager will have solid planning experience and be a strategic thinker in all facets of event planning.
Administrative projects, in collaboration with the Executive Director, may also include marketing, mixed media, and other events projects related to the overall strategic and special university events work OSEP does university-wide.
• Project manages university events as assigned by the Executive Director and as a project lead and/or assist other team members with portions of their events as needed.
• Prepare detailed production timelines, task lists and day-of-event program sheets.
• Provide technical diagrams such as floor plans and other production layouts as needed.
• Work with various internal and external vendors involved in event production.
• Ability to complete projects accurately and on time, sometimes under tight deadlines.
• Develop and maintain event and detail oriented budgets.
• Prepare post-production event budget audits and debriefs.
• Ability to strategize and conceptualize with the Executive Director on new ideas and be able to translate these ideas into specific action.
• Experience in customer/client based service skills.
• Attend event planning meetings as needed.
• Recruit and manage staff and student volunteers to assist at certain events.
• Assist in the editing, graphics, and content updates of the various Stanford Events websites.
• Liaison with Stanford Ticket Office regarding event ticketing plans and registration databases.
• Strong verbal and written communications skills, including but not limited to the ability to comprehend, transmit, edit and create well written instructions and business correspondence.
• Familiarity with university public events policies.
• Perform or manage other event related administrative duties and tasks as assigned.
• Effective follow through skills needed in the completion of a multitude of daily administrative and logistical requirements with frequent interruptions and short deadlines.
• Ability to be tactful under stress, use good judgment, and have the ability to effectively work in teams with individual university clients.
• Strong work ethic, able to work independently, and with members of the department to ensure and support its successful operation.
• Strong discretionary and interpersonal skills and ability to work with varied constituencies of the university including but not limited to: the President and Provost’s Offices, the Office of Public Affairs, faculty, students, staff, donors, and alumni, as well as the general public.
• Know when to consult with senior management and when to make decisions independently.
• Demonstrated experience in budget design and management.
• Ability to work extended days, evenings, and weekends as necessary to staff events and complete projects.
• Proven computer expertise and ability to learn within a MAC, Microsoft Word, Excel, PowerPoint, Adobe Illustrator, and Photoshop, Drupal and Dreamweaver environment.
• Familiarity with, or willingness to learn, website software such as Drupal and Dreamweaver.
• Position involves sitting, standing and walking, and requires ability to exert force or be able to carry up to 25 lbs.
• Must have a valid California drivers’ license.
• BA/BS degree.
• Minimum 4 years of professional event management experience.
• Events experience at a university preferred.
Stanford University is an affirmative action, equal opportunity employer.
We are not able to provide relocation or sponsorship for this position. Thank you for your interest!
Stanford University - 20 months ago
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