The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary forum for interdisciplinary, policy-oriented research in international affairs. FSI produces scholarship, teaches and trains future leaders and scholars in international studies, and informs and influences policy making around the world.
Reporting to FSIs Associate Director of Operations, FSI seeks an Events Manager that will have institute-wide responsibility for managing events at FSI, including related administrative processes. The incumbent will create a client-focused setting that ensures FSI events are professionally executed, cost-efficient and reflective of FSIs communications strategy, which seeks to leverage FSIs dynamic and exciting events calendar to enhance development and outreach opportunities. The incumbent will be responsible for directly managing all logistics for FSI central events and will provide tactical and strategic support for events, generally, throughout FSI. The incumbent will also be responsible for web-based scheduling of the Bechtel Conference Center (BCC) and Oksenberg room, acting as the primary interface for clients and events support systems (catering, housekeeping, event set-up), billing and tracking of BCC revenue and expense, promoting the BCC to enhance revenue and negotiating rates with vendors and caterers. This position will also serve in a leadership role to train and mentor new and current staff on effective events management and will develop a complete set of tools and resources that staff can access to facilitate planning and execution of events.
For consideration please submit resume and cover letter. All final candidates must successfully complete a background check.
Note: Not all unique aspects of the job are covered by this job description
Administer and support programs or functions under general supervision.
Independently implement, administer and evaluate day-to-day activities of the unit, function or program. Act as key contact.
Responsible for directly managing all logistics for FSI central events and will provide tactical and strategic support for events, generally, throughout FSI.
Independently manage the Institutes program of outreach activities, which include major donor stewardship functions such as professorship receptions and dinners, formal dedications and Advisory Council meetings, conferences, seminars and academic meetings. Oversee logistics for Advisory Council meetings and development events.
Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
Manage administrative processes associated with BCC and Oksenberg rental, including client billing, tracking, revenue and expense reports, and client follow-up.
Analyze and interpret policies; develop, revise and implement procedures for program or function.
Analyze, develop, and review institute event policies , procedures, practices of FSI Central events and BCC operations, functions and best business practices.
Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
For all FSI Central events act as client interface from initial contact to event conclusion, including client correspondence; event needs analysis; calendaring via the web; communicating needs to support services, such as Labor & Event Services, housekeeping and catering; ensuring professional event planning and execution; follow-up evaluation and billing.
Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.
Work with FSI communications team to develop and maintain professional and consistent delivery of FSI brand in an events context, including promotional materials, announcement, events look and feel.
Manage correspondence and mailing logistics, including RSVPs and contact database. Support and manage travel logistics for individuals traveling to Stanford for FSI related events. of FSI faculty and staff, and occasionally non-FSI faculty and staff.
May direct staff to perform various tasks and assignments. May also supervise staff.
Serve in a leadership role institute-wide to train and mentor new and current staff on effective events management. Develop policies, best practices and a complete set of tools and resources to assist FSI staff in the professional planning and execution of events.
* - Other duties may also be assigned
Education & Experience:
Bachelors degree and three years of relevant experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
* - 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.
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 Universitys Administrative Guide, http://adminguide.stanford.edu .
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.