Welcome to Land, Buildings & Real Estate:
Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY."
Job Purpose:
This position will report to the Senior Executive Assistant and Manager of Central Support Services. This is a full-time hybrid eligible continuing position. LBRE is seeking a dynamic event planner who will plan and manage multiple LBRE department events on both the Palo Alto and Stanford Redwood City campuses with minimal supervision. This individual will plan and manage logistics; including attendee tracking, presentation and materials support, market events and pre- and post-event evaluations. This person will procure and coordinate vendor services as well as provide on-site event support.
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, develop a plan to implement and manage all aspects of events such as: food options, vendors, ticketing, employee experience.
- Oversee development of registration strategy and logistics.
- Build and maintain relationships with internal (campus service providers) and external partners (small local businesses).
- Perform the financial management (setting and meeting budgets), along with procuring and coordinating services. Negotiate vendor contracts to minimize cost, liability and risks.
- Research and provide recommendations for potential event locations and evaluate alternatives.
- Analyze successes and failures and implement improvements; marshal resources to accomplish goals.
- 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.
- Maintain an awareness of Environmental Health and Safety policies, emergency procedures, ADA compliance. Arrange for correction if issues are found.
- Communicate with visiting entities such as vendors for assigned events.
- Oversee support staff, students, and contingent event staff as needed.
- Create an environment of continual improvement and inspire employee morale by effectively monitoring events.
- Assist Manager of Central Support Services with other department-wide initiatives as needed.
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.
- Highly organized with demonstrated attention to detail required.
- Ability to interact and successfully collaborate with a broad spectrum of contributing groups in order 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.
Certifications and Licenses:
- Valid Non-Commercial Class California 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 occasional evenings and weekends.
Work Standards:
- When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
- 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.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
