The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Events Planner. To ensure your application information is captured in our official files for immediate access to your resume, you must apply to http://stanfordcareers.stanford.edu and in the key word search box, indicate Requisition # 105066.
A cover letter and resume are required for full consideration.
- WORKING TITLE: Events & DC Operations Planner
- JOB TITLE: Events Planner 2
- JOB CODE: 4883
- GRADE: G
- EXEMPTION: Exempt
- TERM: Continuing
- WORK ARRANGEMENT: Hybrid from Hoover Institution's Washington D.C office.
About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.
Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.
With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity under the directorship of former Secretary of State Condoleezza Rice.
To learn more about the current scope of the Institution’s work, please review the 2023 Annual Report: https://www.hoover.org/2023-annual-report
JOB PURPOSE:
As a pivotal member of the Media and Government Relations team, the Events & DC Operations Planner will drive the coordination and management of events and facilities at the Hoover Institution’s Washington, DC office. This role demands a high level of organization, financial insight, and the capability to manage multiple complex projects concurrently. You will take charge of planning and executing institutional events in Washington, DC and maintaining seamless office operations. Your efforts will ensure that all activities align with Hoover's rigorous standards and objectives through strategic vendor negotiations and proactive stakeholder engagement. We seek a professional with a strong background in event planning and facilities management, and the understanding of financial stewardship who is proficient in MS Office, Oracle, and other essential digital tools. Your strong interpersonal, communication, and problem-solving skills will contribute significantly to our team, where innovation, meticulous attention to detail, and adaptability are highly valued. This position offers a dynamic environment to impact our operations directly and grow professionally within a prestigious institution.
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, audience, and registration.
- Manage copy editing, digital design and print materials for Hoover DC events.
- Responsible for budget planning and management, venue management and Audio-Visual 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, for assigned events.
- Oversee Library and Archives Room in Washington, DC.
- May oversee support staff, interns and contingent event staff.
ADDITIONAL CORE DUTIES*:
- Coordinate Hoover DC’s office maintenance, janitorial needs, supply restocking, shipping, and safety issues, serving as liaison with property management as needed.
- Coordinate with Hoover I.T. (offsite) to troubleshoot any I.T. needs.
MINIMUM REQUIREMENTS:
Education & Experience: Bachelor’s degree and three years of relevant experience or combination of education and relevant experience. Previous employment in a federal agency, Capitol Hill, DC-Based Event Management preferred.
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.
Preferred/Desired Knowledge, Skills, and Abilities:
- Comfort with technology and data management; knowledge of Microsoft Office suite, Oracle, Canva, MailChimp, Google Docs, and Zoom Meetings.
- Ability to work occasional evenings and weekends.
Certifications and Licenses:
- Valid Non-Commercial Class 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.
WORKING CONDITIONS:
- May require some travel and working evenings and weekends.
WORK STANDARDS:
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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.
