NACE Career Center

Schedule and Event Planner
Graduate School of Business, Stanford, California, United States

Schedule: Full-time
Job Code: 4882
Employee Status: Regular
Grade: F
Requisition ID: 93409

Stanford Graduate School of Business

Stanford's Graduate School of Business 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 like no other. We are committed to advancing diversity, equity, and inclusion in service of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world. We invite you to be part of this mission.

The Event Operations team within the Facilities & Hospitality Department of Stanford GSB seeks an experienced and skilled Schedule and Event Planner to work in partnership with Stanford GSB departments and program owners. The Schedule and Event Planner schedules, plans, and executes programs and events, such as academic courses, seminars, conferences, major events, and executive programs for the GSB as well as the university. This position monitors and responds to requests submitted through email, phone or the venue reservation system and manages a portfolio of events and programs working with a diverse constituency of staff, faculty, and students to produce logistically precise events. This position also provides administrative support to the department in finance and communications, among other administrative tasks.

If you are an experienced event planner with exceptional venue scheduling management and 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.

*This is a hybrid position with a four-day per week onsite presence with periods during the year when fully onsite is required.

Your primary responsibilities include:

• Design, plan, implement, and coordinate customized events.
• Serve as a member of the Event Operations team and contribute to a wide variety of functional areas including decisions around scheduling, event logistics, and facilities.
• Consult with stakeholders to determine event objectives and requirements.
• Inspect event facilities to ensure they meet the event needs.
• Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risk.
• Communicate with visiting entities such as vendors, alumni, and program participants for assigned events.
• Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
• Resolve calendar conflicts. Generate analytical reports and summaries.
• Utilize and maintain complex venue reservation system/database in EMS and other event planning software.
• Monitor and respond to inquiries by email, phone, in-person or through venue reservation system. Serve as a resource regarding a defined set of policies and procedures.
• May schedule and inspect event facilities for maintenance, janitorial, and safety issues.
• May serve as project leader on smaller scale events or work as part of a team on program elements for larger scale events.
• Provide administrative support in areas of finance, communications, webpages, among other administrative tasks.

To be successful in this position, you will bring:

• Associate degree and three years of relevant experience or combination of education and relevant experience.
• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills.
• Must be well organized and detailed oriented.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers, including students, staff, faculty and relevant university offices.
• Knowledge of Microsoft Office suite and Google Workspace.
• Knowledge and/or previous experience with space management and scheduling platform, such as EMS. Willingness to learn department reservation system and other applications.
• Ability to work occasional evenings and weekends.
• Fully onsite position.

In addition, our preferred requirements include:

• Experience with venue management

Why Stanford is for You

Stanford's dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:

• Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
• A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
• A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
• Discovery and fun. Visit campus gardens, trails, and museums.
• Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!

We pride ourselves in being a culture that encourages and empowers you.

How to Apply

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