External Relations Events Associate - Stanford University : Job Details

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Job Summary

• DATE POSTED 1 day ago
• Schedule Full-time
• Job Code 4098
• Employee Status Fixed-Term
• Grade F
• Requisition ID 107000

Stanford Graduate School of Business

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world.

The GSB External Relations department seeks an Associate to coordinate and support the logistics of Graduate School of Business events. This position involves managing vendor relations, overseeing financial transactions, and ensuring all activities comply with university policies. The Associate will also serve as the primary liaison with internal and external stakeholders, facilitating communication and collaboration across various departments. Meticulous attention to detail and strong organizational skills will be crucial in ensuring the successful execution of these important events.

In this role, you will have the opportunity to support prestigious events such as the Dean's Welcome Tour, award ceremonies, and high-profile board meetings, allowing you to make a significant impact on the school's mission and reputation. Working closely with internal and external stakeholders, you will be part of a dynamic team that strives for excellence and innovation.The primary contribution of this role is effectively coordinating event logistics, ensuring seamless operations, including overseeing vendor relations, financial transactions, and stakeholder communications. You will ensure every event is executed flawlessly, reflecting the high standards of the Graduate School of Business. Your meticulous attention to detail and strong organizational skills will enhance the overall event experience for attendees and stakeholders.

This role is a maximum of an 18-month fixed-term assignment with a start date of no later than November 1, 2025, and an end date of August 31, 2027.

Your primary responsibilities* include:

• Oversee and coordinate event scheduling, operations, and execution, while adhering to university and school policy and procedures. This includes vendor coordination and material management. Serve as the primary contact for operational support related to events.
• Compose communications related to events and meetings, collaborate with teams on logistics, collect metrics, and update event platforms.
• Oversee and process financial transactions and budget reconciliations for events and meetings, manage vendor contracts and payments, and maintain departmental vendor lists.
• Align stakeholder calendars, ensure travel arrangement information is provided, resolve scheduling conflicts, and schedule internal and external meetings.
• Create and maintain accurate reports and spreadsheets to track vendor details and event information using specialized software.
• Coordinate and monitor routine maintenance services and supply inventory or events.

To be successful in this position, you will bring:

• Bachelor's degree and five years of relevant event experience or a combination of education and experience.
• Demonstrated experience in the management of projects, including project planning, scheduling, tracking, and budgeting.
• Proven ability to triage multiple stakeholders, priorities, and functions successfully.
• Strong communication skills to effectively educate internal and external audiences.
• Excellent organizational skills and attention to detail.
• Strong analytical skills to review and assess complex financial information; Experience building and maintaining spreadsheets.
• Comfort with technology and data management.
• Demonstrated ability to take initiative and ownership of projects

In addition, preferred requirements include:

• Experience with office software and email applications, including Oracle Financials, Cvent, Airtable, Google Suites, Canva, and Adobe Pro.
• Functional experience in operations, event management, and customer service is desirable.
• Experience in higher education is also desirable.

The expected pay range for this position is $39.20 to $45.56 per 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Stanford's dedicated 16,000 staff come from a breadth of educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:

• Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
• A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
• A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
• Discovery and fun. Visit campus gardens, trails, and museums.
• Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!

We pride ourselves in being a culture that encourages and empowers you.How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.

* 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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form .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.

Graduate School of Business, Stanford, California, United States

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