Conference and Event Manager

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.

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 Conferences and Events 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, the ability to collaborate and consult, and a good sense of humor. 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.

Your primary responsibilities include:

• Serve as project leader on specific events, overseeing all aspects of each event and coordinating teams that plan, implement and manage event logistics such as: AV, equipment/furnishings, registration, catering, managing vendors, etc. Provide on-site event management and support.
• Initiate and lead meetings with stakeholders to define and monitor scope and format of events and event budgets, and/or review administrative procedures and event progress, and provide guidance and policy interpretation.
• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
• Manage venue scheduling, including strategies around scheduling, reservation requests, calendar conflicts and venue usage.
• Utilize and maintain complex venue reservation system/database and other event planning software.
• Inspect event facilities to ensure they conform to the event needs. Create specialized floor plans and coordinate event setup/take down.
• Oversee registration strategy and logistics as needed.
• Build and maintain relationships with internal and external partners.
• Procure and coordinate vendor services.
• Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
• Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
• 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.
• Provide support for virtual and hybrid events.
• Communicate with visiting entities such as speakers/panelists, alumni, and program participants for assigned events.
• Other duties may also be assigned.

To be successful in this position, you will bring

• Bachelor’s degree and three years of relevant experience or a combination of education and relevant experience.
• Demonstrated success in leading event project teams, venue management, developing budgets, and meeting budget goals.
• Excellent project management skills, and the ability to manage complex timelines and multiple projects.
• Proficient in managing Zoom meetings and Webinars and/or willingness to learn.
• 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 hospitality and customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.
• Knowledge of Microsoft Office suite, cloud applications such as Google Workspace, Eventbrite. Willingness to learn department reservation system and other applications.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
• Ability to work occasional evenings and weekends
• This is a fully onsite position with the potential to work remote one day per week.

In addition, preferred requirements include:

• Stanford experience