Conference & Event Manager ID - 9476
About the position
The Conference and Event Manager at Stanford Graduate School of Business is responsible for planning and executing a variety of events, including high-profile speaker visits, academic conferences, and executive programs. This role requires strong project management skills, the ability to collaborate with various stakeholders, and a commitment to delivering exceptional customer service. The position involves overseeing event logistics, managing budgets, and ensuring that events meet the needs of participants while adhering to safety and regulatory standards.
Responsibilities
- Serve as project leader on specific events, overseeing all aspects of each event and coordinating teams that plan, implement and manage event logistics such as AV, equipment furnishings, registration, catering, managing vendors, etc.
- Provide on-site event management and support.
- Initiate and lead meetings with stakeholders to define and monitor scope and format of events and event budgets, and review administrative procedures and event progress.
- Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
- Manage venue scheduling, including strategies around scheduling, reservation requests, calendar conflicts and venue usage.
- Utilize and maintain complex venue reservation system/database in EMS and other event planning software.
- Inspect event facilities to ensure they conform to the event needs. Create specialized floor plans and coordinate event setup/take down.
- Oversee registration strategy and logistics as needed.
- Build and maintain relationships with internal and external partners.
- Procure and coordinate vendor services.
- Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
- Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
- Inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations.
- Provide support for virtual and hybrid events.
- Communicate with visiting entities such as speakers/panelists, alumni, and program participants for assigned events.
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Requirements
- Bachelor's degree and three years of relevant experience or a combination of education and relevant experience.
- 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.
- Proficient in managing Zoom meetings and Webinars and/or willingness to learn.
- 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 detail-oriented.
- Exceptional hospitality and customer service skills with the ability to cultivate partnerships.
- Demonstrated high level of confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.
- Knowledge of Microsoft Office suite, cloud applications such as Google Workspace, Eventbrite. Willingness to learn department reservation system and other applications.
- Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
- Ability to work occasional evenings and weekends.
Nice-to-haves
- Stanford experience
Benefits
- Competitive salaries
- Excellent health care and retirement plans
- Generous vacation policy, including additional time off during winter closure
- Career development programs
- Tuition reimbursement
- Access to wellness programs
- Child-care resources
- Parent education and consultation
- Elder care and caregiving support
- Access to world-class exercise facilities
- Free commuter programs and ridesharing incentives
- Discounts for computers, cell phones, recreation, travel, entertainment, and more
