This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.
About Us
The Stanford Doerr School of Sustainability strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a diverse, equitable, and inclusive environment, and to creating solutions that benefit all people, particularly those most affected by environmental damage and climate change.
For more information on the school, click here.
As part of the Stanford Doerr School of Sustainability, the Precourt Institute for Energy concentrates the talents of the University on energy research and education, from basic science and technology to policy and business. We disseminate research results and help the University develop energy-literate leaders as part of its educational mission. We work across campus in all seven of Stanford’s schools. We also convene and build collaborations globally with industry, other research institutions, government, and civic organizations in pursuit of sustainable, affordable, secure energy for all people.
The Precourt Institute for Energy is seeking a full-time seasoned Assistant Director responsible for executing events for the Stanford Energy brand. This position will reside in the fast-paced team that oversees and produces a high volume of strategic, valuable, high touch engagements to convene and work with the broader energy ecosystem and our many stakeholders who are critical collaborators in rapidly advancing energy transitions to achieve decarbonization of global systems. The stakeholders include, but are not limited to, industry, faculty, researchers, donors, students, and global thought leaders, who are working on energy research as an enabler for the global energy transformation.
The Assistant Director for Events will innovate, elevate and support the activities of the Precourt Institute by independently strategizing, planning, and executing a diverse range of convenings -- from medium to large audience events such as summits, symposia, potential industry visits to complex special events and multi-day conferences. Additionally, this role will be responsible for all logistics as well as other key elements of high-quality, highly visible stakeholder engagements, including energy themed forums, advisory council meetings, workshops, large and small-scale events, and energy ecosystem convenings.
Specifically, the Assistant Director will independently plan and manage event budgets and logistics, including venue research, selection and booking, contract approvals, catering and A/V vendor procurement, develop and manage event websites, registration and attendee tracking, and pre- and post-event evaluations. This role will also lead and provide on-site event support and envision and produce event-related collateral material.
This role will report to the Director for Marketing and Engagement at the Precourt Institute for Energy.
Responsibilities will include:
- Serve as project leader on specific events, coordinating teams that plan, implement and manage all aspects of events such as: audience development and registration, marketing, IT and AV support, and media outreach.
- Participate in meetings with stakeholders to plan scope and format of events and develop professional customer-focused relationships with the Institute’s engagement clients.
- Build and maintain relationships with internal and external partners such as other event planners, Stanford faculty and students, senior staff, donors and alumni, business executives, industry and government leaders, sponsors, and the broader Stanford Energy ecosystem.
- Manage budget planning, monitoring, and planning of events in close coordination with the engagement clients.
- Own the development and deployment of event registration strategy and logistics using best practices and project/constituent management tools such as Cvent, Qualtrics and Salesforce.
- Procure and coordinate vendor services including registration systems, website listings/updates, event invitations, programs, discussion papers, and other collateral requiring copy editing, design and print services as well as webinar/video streaming production.
- Oversee venue management and logistical event elements such as parking and transportation, facilities, audio/visual, catering and décor, rain/emergency and contingency plans, and other logistics as needed.
- Research and provide recommendations for potential event locations and evaluate alternatives. May be required to make site visits and travel to events away from campus as necessary.
- Provide on-site event support. Staff events independently and as part of a team.
- Conduct research and forward planning for future speakers and events.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
To be successful in this position, you will need:
- Bachelor’s degree and five years of relevant experience, or combination of education and relevant experience.
- Superior project and event management skills.
- Ability to manage a diverse team of staff and contingent labor, holding them to deadlines and the highest quality output.
- Demonstrated experience with financial management of complex event budgets requiring excellent analytical skills.
- Extreme attention to detail and deadlines; ability to prioritize and manage complex workflows.
- Excellent communication, time management, and customer service skills. Must be well organized and detailed oriented.
- Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
- Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem solving skills.
Certifications and Licenses:
- Valid Non-Commercial Class California Driver’s License.
In addition, our preferred qualifications include:
- Familiarity with the fields of energy and the environment.
- Familiarity with Stanford University policies, procedures, and systems will be a huge plus.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.
