"External Relations Events Associate"

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 GSB External Relations department seeks an Associate to coordinate and support the logistics of Graduate School of Business events. This position involves managing vendor relations, overseeing financial transactions, and ensuring all activities comply with university policies. The Associate will also serve as the primary liaison with internal and external stakeholders, facilitating communication and collaboration across various departments. Meticulous attention to detail and strong organizational skills will be crucial in ensuring the successful execution of these important events.

In this role, you will have the opportunity to support prestigious events such as the Dean's Welcome Tour, award ceremonies, and high-profile board meetings, allowing you to make a significant impact on the school's mission and reputation. Working closely with internal and external stakeholders, you will be part of a dynamic team that strives for excellence and innovation.

The primary contribution of this role is effectively coordinating event logistics, ensuring seamless operations, including overseeing vendor relations, financial transactions, and stakeholder communications. You will ensure every event is executed flawlessly, reflecting the high standards of the Graduate School of Business. Your meticulous attention to detail and strong organizational skills will enhance the overall event experience for attendees and stakeholders.

This role is a maximum of an 18-month fixed-term assignment with a start date of no later than November 1, 2025, and an end date of August 31, 2027.

Your primary responsibilities include:

• Oversee and coordinate event scheduling, operations, and execution, while adhering to university and school policy and procedures. This includes vendor coordination and material management. Serve as the primary contact for operational support related to events.
• Compose communications related to events and meetings, collaborate with teams on logistics, collect metrics, and update event platforms.
• Oversee and process financial transactions and budget reconciliations for events and meetings, manage vendor contracts and payments, and maintain departmental vendor lists.
• Align stakeholder calendars, ensure travel arrangement information is provided, resolve scheduling conflicts, and schedule internal and external meetings.
• Create and maintain accurate reports and spreadsheets to track vendor details and event information using specialized software.
• Coordinate and monitor routine maintenance services and supply inventory or events.

To be successful in this position, you will bring:

• Bachelor's degree and five years of relevant event experience or a combination of education and experience.
• Demonstrated experience in the management of projects, including project planning, scheduling, tracking, and budgeting.
• Proven ability to triage multiple stakeholders, priorities, and functions successfully.
• Strong communication skills to effectively educate internal and external audiences.
• Excellent organizational skills and attention to detail.
• Strong analytical skills to review and assess complex financial information; Experience building and maintaining spreadsheets.
• Comfort with technology and data management.
• Demonstrated ability to take initiative and ownership of projects.

In addition, preferred requirements include:

• Experience with office software and email applications, including Oracle Financials, Cvent, Airtable, Google Suites, Canva, and Adobe Pro.
• Functional experience in operations, event management, and customer service is desirable.
• Experience in higher education is also desirable.

The expected pay range for this position is $39.20 to $45.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.