Senior Event Planner

Company: National Association for Catering and Events
Location: Palo Alto
Posted on: November 1, 2024

Job Description:

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. R&DE comprises 11000+ staff in the following divisions: Office of the Senior Associate Vice Provost (SAVP Office), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of four R&DE strategic business partners: Finance & Administration including Information Technology, Human Resources, Strategic Communications, and Maintenance Operations & Capital Planning. R&DE houses 13,000+ students and their dependents while serving over 6.5 million meals annually to students, conference, catering, retail, and concession guests.ABOUT STANFORD HOSPITALITY & AUXILIARIES:R&DE Stanford Dining, Hospitality & Auxiliaries (SDHA), a division of Residential & Dining Enterprises, is a best-in-class dining and hospitality program serving over 25,000 meals a day by over 900+ staff in over 100+ locations, including 9 dining halls, 31 self-op row house dining, 7 co-op dining, 4 suite dining, 4 branded concepts, athletic dining, a kosher kitchen, late night dining at Lakeside, 8 cafes, 12 vendor partner programs, 1 commissary production kitchen, a pub, 3 markets, a sweet shop, 7 catering operations, Schwab Executive Dining, 5 athletic concession venues, and 2 teaching kitchens. SDHA also oversees the Stanford Food Institute, the Stanford Flavor Lab, the campus BeWell community gardens, the Stanford Food Pantry, and a staff training and development center.This role is designated as essential and requires incumbents to report to work onsite. Telecommuting is not available for this role.JOB PURPOSE:Plan and execute events, such as seminars, conferences, sports or alumni events, and other university related events. Plan and manage logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Procure and coordinate vendor services. Provide on-site event support. May research and provide recommendations for potential event locations and evaluate alternatives.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, fan experience, ticket office, concessions, 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 such as vendors, teams, coaches and officials for assigned events.MINIMUM REQUIREMENTS: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. 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.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.The expected pay range for this position is $70K - $80K per annum or ( $33.65-$38.46 / hour).Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.Why Stanford is for You:Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:* Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.* A caring culture. We provide superb retirement plans, generous time-off, and family care resources.* A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.* Discovery and fun. Stroll through historic sculptures, trails, and museums.* Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.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.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 his or her job.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.
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Keywords: National Association for Catering and Events, Tracy , Senior Event Planner, Accounting, Auditing , Palo Alto, California