Events Manager

SCHOOL/UNIT DESCRIPTION:

Since its creation in 1954, researchers associated with the Center for Advanced Study in the Behavioral Sciences (CASBS) at Stanford University have explored some of our world’s most challenging questions and problems. Drawing on disciplines across academia and insights have created and extended knowledge of our world, and continue to do so. The Center’s annual mix of distinguished thinkers of proven accomplishment facilitates advanced thinking and research. They study contemporary societal problems and contribute to evidence-based policy and solutions.

CASBS is an accelerator of ideas. In addition to our flagship fellowship program, we facilitate interdisciplinary, intersectoral, and collaborative efforts to develop new solutions to major societal challenges. We do this by convening great thinkers, tapping into the CASBS network of current and former fellows as well as leading scholars and policymakers beyond academia to deliver new ideas and research programs addressing major problems facing the world. We have also provided support for social science and social inquiry through a focus on cutting-edge methods, awards for extraordinary scholarship, and field building workshops and institutes.

POSITION SUMMARY:

The Center for Advanced Study in the Behavioral Sciences (CASBS) seeks an Events Manager. Reporting to the Program Director, the Events Manager will plan, organize, and execute a variety of events and meetings.

The Events Manager is a critical role, supporting all operational needs of the Center’s events agenda. The position will be expected to oversee the planning and execution of high-quality events ranging from in-person meetings and workshops, public and invitation-only events, and co-sponsored events, maintaining the annual events calendar and leading all event planning and execution and day-of logistics. This includes but is not limited to event scoping, managing budgets, vendors, travel, on-site assignments, and registration and attendee tracking.

In addition, the Events Manager will partner with Center staff to create invitation and promotional materials as needed, and collaborate across teams and external partners to elevate the visibility and impact of the event or meeting.

The ideal candidate is a proactive, organized and motivated professional with excellent judgment, attention to detail, integrity, flexibility, and creativity as well as a positive attitude, strong problem-solving skills, and the ability to consult, collaborate, and work well with others within the Center, across the Stanford campus and beyond.

This is a 100% FTE, benefits eligible position. There may be occasional extended hours and weekends. This position will be based on the Stanford campus and after a trial period will be considered for an option of a hybrid schedule, subject to operational need. For consideration, please submit a cover letter and resume. All final candidates must complete a background check.

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.
• Train and supervise junior event planners in proper execution and implementation of events.
• May oversee support staff, students, and contingent event staff.

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:

None.

Preferred Qualifications:

• Experience with Mailchimp or other email marketing platforms.
• Experience editing web content using WordPress.
• Graphic design experience and ability to design event collateral such as ads, flyers and more.

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 drive day and 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 working extended hours, evenings and weekends.
• May require occasional local or overnight travel.

WORK STANDARDS:

• 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.

Onsite/Hybrid:

The expected pay range for this position is $82,650 to $100,000 per annum.