Events Planner

Location
California, United States
Posted
15 Nov 2018
End of advertisement period
15 Jan 2019
Ref
81171
Contract Type
Permanent
Hours
Full Time

The Stanford Center on Global Poverty and Development is a new Stanford University research center working to improve the lives of the world’s poor. Operating under the Stanford Institute for Economic Policy Research (SIEPR), the Center catalyzes Stanford’s distinctive strengths in global poverty and development research to turn path-breaking research into real world results. To this end, the Center supports research initiatives that unite Stanford faculty working on different areas of international economic development, including big data for development, governance and service delivery in Africa, health policy in China, and global productivity and economic growth. The Center also sponsors a number of events, including faculty workshops, high-level policy conferences, and visiting scholar programs. The Center disseminates findings through working papers, policy notes, and online material.

JOB PURPOSE:

The Event Planner will plan and execute all major center events, such as conferences, workshops, seminars, and other center-related events. Consult with event organizers and other stakeholders to plan logistics, including budgeting, registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. 

The Event Planner will work with the Center’s Director, Deputy Director, and India and China Program Directors to plan and execute complex events involving high-level speakers and donors. This role requires close coordination with the SIEPR Development and Events teams to ensure donor cultivation and stewardship. The Event Planner will also work with the Student Programs Manager to plan student-oriented events and faculty members organizing academic conferences. In this role, Event Planner will be expected to provide guidance and advise management on best processes and procedures to ensure compliance with Stanford policy.      

The Event Planner will work in a manner consistent with the standards of the University, SIEPR, and the center, and is in compliance with University rules and regulations. The Events Planner reports to the Center Administrator.

We are seeking a highly motivated and energetic self-starter to be an active participant in center activities, provide events support for faculty, students and center staff. The successful candidate should thrive on interacting with a variety of individuals and supporting multiple events in a fast-paced environment.  

This is 6 to 8 months fixed-term benefits eligible position at 100% FTE (to cover for maternity leave). 

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.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & 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.

Certifications and Licenses:

  • Valid Non-Commercial Class California Driver’s License.

PHYSICAL REQUIREMENTS*:

  • 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.
  • Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

* - 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 the job.

WORKING CONDITIONS:

  • May require some travel and working evenings and weekends.

WORK STANDARDS:

  • 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, http://adminguide.stanford.edu.