Event Planner – Stanford Center on Philanthropy and Civil Society/Stanford Social Innovation Review

This is an hourly 100% FTE temporary position – approximately: November 15, 2017 – May 31, 2018, with two weeks off between December 22 and January 8, 2018.

Note: Not all unique aspects of the job are covered by this job description

Job Purpose

The Event Planner for Stanford PACS will work with the Publisher of SSIR and Director of Partnerships and External Relations to support programming across Stanford PACS, including SSIR. Under the guidance of senior leadership team, the Event Planner will participate in the development and implementation of major conferences, public events, workshops, and private events by helping lead program development and execution, marketing initiatives, communications, stewardship and preparation of speakers, and vendor management to meet business and audience impact objectives.

 Stanford Social Innovation Review (SSIR) informs and inspires millions of social change leaders from around the world and from all sectors of society—nonprofits, business, and government. SSIR’s mission is to advance, educate, and inspire the field of social innovation by seeking out, cultivating, and disseminating the best in research- and practice-based knowledge. With conferences, webinars, magazines, online articles, podcasts, and more, SSIR bridges research, theory, and practice on a wide range of topics, including human rights, impact investing, and nonprofit business models.

SSIR is published by the Stanford Center on Philanthropy and Civil Society at Stanford University (Stanford PACS). Stanford PACS is a research center that develops and shares knowledge to improve philanthropy, strengthen civil society and effect social change. Stanford PACS connects students, scholars, practitioners, philanthropists, and other sector leaders through SSIR and additional public and private events and publications.

Stanford PACS has relationships with five schools and twelve departments at Stanford University, and we leverage the intellectual assets of a diverse, world-class faculty across the University.  This provides a unique platform to share our work with the nonprofit and for profit community in Silicon Valley and globally.

SSIR and PACS produce at least three major international conferences with 300+ attendees, six public events, and numerous private events each academic year. The Event Planner will be responsible for developing and executing these major conferences and other individual events in the spring.

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 and materials, speaker preparation, vendors, registration, catering, 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, including speakers

* Other duties may also be assigned.

 

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and five 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.

 

Preferred Knowledge and Skills

• Strong people skills and excellent judgment.
• Experience with Eventbrite, WordPress, MailChimp, and InDesign.
• Ability to work under deadlines with minimal guidance.
• Demonstrated ability to produce detailed, high level public materials accurately and under minimal supervision.
• Supervisory experience.
• Knowledge of and experience in philanthropy/social sector.

 

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.
  • 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 some travel and working 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, http://adminguide.stanford.edu.

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.

 

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