Stanford University is home to one of the world's leading energy research and education organizations. The world urgently needs a global energy system that is sustainable, affordable, secure and accessible to everyone. Stanford Energy's Precourt Institute for Energy helps the university realize this goal in ways that demonstrate what is possible, combining energy research and academic work, as well as the university's state-of-the-art energy supply systems.
The Precourt Institute for Energy seeks a strategic, creative, organized, results-oriented event planner to support cross-campus engagement and outreach programs related to energy research and education at Stanford. This is a 9-month fixed term full-time position starting immediately.
In this role you will help develop, implement and administer programs for the Institute and its energy initiatives. Under general supervision reporting to the Associate Director for Operations, you will participate in partnership with the Institute's leadership to support community engagement and liaise with colleagues across campus on activities related to energy and the Institute's signature programs, such as the Global Energy Forum. The position requires a high-level of decorum for interacting with corporate executives and their support staff, academic faculty, senior university staff, donors and other important stakeholders.
Support facilitation and organization of signature events and workshops
Work on sponsor visits and provide event support for convenings
Service event operations and participate in event set-up, staffing and wrap-up
Organize logistics for reservations, registration, catering, signage, and materials
Plan schedules and resolve calendaring conflicts for multiple ongoing projects
Process travel reimbursements, submit and monitor financial transactions
Contribute to preparation of various reports and manage data for various events
Catalog records of key event components and details such as digital assets
Update content on websites, event documents, communication materials
Respond to event inquiries and/or expedites responses as needed
Manage volunteer network of students and additional staffing support
A successful candidate will be comfortable with performing multiple tasks and prioritizing responsibilities. The ideal candidate will be highly organized, self-motivated, resourceful, dependable, self-directed, service-oriented and a flexible team player with strong follow-up skills, and a positive can do attitude. A successful candidate will also have excellent verbal and written communication skills, pay extremely close attention to accurate details, be adept at tracking details for multiple on-going projects, and have the ability to multi-task and switch hats often. Solid computer skills are required. Experience in event services and supply management highly desired. Familiarity with Stanford procedures and interest in energy would be a plus.
Technical skills: Excel, Word, Power Point, Outlook, Google docs, various event management tools such as Certain, evite, etc., Adobe Acrobat, What's app, MailChimp
Assist in the planning and execution of Stanford events, such as seminars, conferences, sports or alumni events, and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations
Support the design, planning, implementation, and coordination of Stanford events.
Contribute to vendor and site selection, arrangements, and scheduling.
Coordinate event registration and confirmations.
Process purchase requisitions and invoices; track event expenses.
Provide general administrative assistance for department; handle phone calls, emails, and other correspondence relating to event(s).
Liaise with donors, alumni, senior staff, faculty, trustees, and other staff.
Coordinate facility, exhibit set-up, equipment, and catering requirements. Provide on-site support, such as check-ins, directions, equipment set-up, and event parking.
Run database lists, and communicate registration status, reports, and data.
Education & Experience:
Associate degree and two years of relevant experience or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Knowledge of supporting events.
Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines.
Ability to work independently and be self-motivated.
Demonstrated ability in problem solving, taking initiative, judgment, and decision-making.
Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
Ability to interact with a broad spectrum of customers.
Certifications and Licenses:
Valid Non-Commercial Class California Driver's License.
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.
May require some travel and working evenings and weekends.
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.
Location: Dean of Research, Stanford, California, United States Schedule: Classification Level:
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.
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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 dedicated 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, 12000 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 is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.