Assistant Director, Events

California, United States
Friday, 13 December 2019
End of advertisement period
Thursday, 13 February 2020
Contract Type
Full Time

(Events Planner 2)
Medical Center Development

Job Code: 4883
Classification Level: G
Exemption: Exempt

Note: Not all unique aspects of the job are covered by this job description

Stanford is committed to a donor-centric approach to development. Every member of the Office of Development staff plays a role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Do you have strong creative problem solving skills and a keen interest in medical philanthropy? Do you thrive in a fast-paced, collaborative environment managing complex projects? Then the Medical Center Development (MCD) Events team may be for you! Medical Center Development (MCD) within the Office of Development seeks a well- organized and detail oriented Events Planner to plan, manage and execute high-quality events such as donor cultivation and stewardship events, dedications, alumni events, and specialized events for Stanford Medicine and university leadership. You will plan and manage logistics including: registration and attendee tracking, research and recommendation of potential event locations, budget management, presentation and collateral support, coordination of vendors, and pre and post-event evaluations.

Your responsibilities include:

  • Serving as the event project lead; initiating and leading meetings with key event stakeholders to strategize, scope and plan events, while using established strategic fundraising priorities and initiatives
  • Building and maintaining relationships with internal and external partners including Stanford Medicine colleagues, donors, volunteers, alumni, faculty, and members of the extended community
  • Collaborating with marketing and communications staff in the proofreading and approval process for event invitations and other collateral materials
  • Preparing detailed and accurate written and email communications, including Smart Mail, for distribution.
  • Managing and maintaining accurate, detailed budget and expense records for assigned events that follow university guidelines and administrative procedures
  • Creating, contributing and managing written event processes and procedures
  • Procuring and coordinating vendor services, obtaining competitive bids and negotiating vendor contracts to minimize liability and risks
  • Researching and providing recommendations for potential event locations, and evaluating alternatives.
  • Developing expert knowledge of and working in the University’s development database and accounting system
  • Overseeing and coordinating with on-site personnel, staff, volunteers, and vendors
  • Training and overseeing junior event planners, in the proper execution and implementation of events

* - Other duties may also be assigned

To be successful in this position, you will bring:

  • Bachelor's degree and minimum three years of relevant experience or combination of education and relevant experience
  • Exceptional project management and research skills including experience in conceptualizing, designing, and managing complex timelines, and executing event logistics within time limits and budget
  • Ability to work both independently and collaboratively as part of a team with colleagues, faculty, campus leadership, volunteers and donors, and with a high level of professionalism
  • Proven ability to work in a fast-paced, complex, multi-faceted environment while setting objectives and effectively achieving stated goals
  • Demonstrated ability to work under pressure while juggling multiple deadlines and changes in priorities; proactive and adept at problem solving, creating contingency plans, and troubleshooting any emerging problems
  • Excellent interpersonal, written and oral communication skills with high level of sensitivity and accuracy
  • Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills
  • Ability to maintain confidentiality, sensitive data and private information on behalf of the university
  • Comprehensive knowledge of Microsoft Office suite and other online document editors such as Google Docs and Forms.
  • Knowledge of Adobe Creative Suite, including InDesign desirable
  • Knowledge of PostGrads/CARD, Oracle finance and other Stanford based systems is a plus.
  • Valid Non-Commercial Class California Driver's License.


  • Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
  • Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
  • Drive vehicle day and/or night with non-commercial license.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • May require some travel and working evenings and weekends.


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy.

Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speaker.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and resume along with your online application.

*Only candidates that submit a resume and cover letter will be reviewed.

Additional Information

  • Schedule: Full-time
  • Job Code: 4883
  • Employee Status: Regular
  • Grade: G