Events Coordinator

Oct 02, 2017
Institution Type
Four-Year Institution

Stanford University

Events Coordinator

Job Number:

This is a fixed term position beginning November 27, 2017.
It is 50% part time through January 7, 2018, and full time January 8 - May 26, 2018.

Note: Not all unique aspects of the job are covered by this job description


The CIRCLE Events Coordinator will be part of a highly collaborative team, supporting two Event Managers in the planning and execution of Stanford GSB events, such as academic round tables, conferences, and student-facing educational opportunities. This role will assume responsibility for event registrations and attendee tracking; oversight and maintenance of inventory of event supplies; presentation and materials support, including production of name badges, signage, attendee lists, and agendas; and day-of event support; along with providing other administrative support as necessary. The Events Coordinator will need to exercise judgment regarding how to prioritize tasks in the face of frequently shifting priorities, and when to delegate certain jobs to student workers or other staff. The ideal candidate has past experience working in a customer service environment. He or she also has excellent judgment, integrity, flexibility, and creativity as well as a positive attitude and a good sense of humor.


  • Support the design, planning, implementation, and coordination of Stanford GSB events.
  • Coordinate event registration and confirmations.
  • Manage event volunteers.
  • Maintain CIRCLE supplies inventory, including gifts, event signage, office supplies, etc.
  • Track and report event expenses upon request; process financial transactions as necessary.
  • 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.
  • Assist in coordinating facility, equipment, A/V, and catering requirements.
  • Manage the creation and placement of event signage.
  • 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.
  • Assist other CIRCLE staff with administrative tasks as necessary.

    * - Other duties may also be assigned


    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 identify and 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 detail-oriented.
  • Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
  • Ability to interact with a broad spectrum of customers.

    Preferred Knowledge, Skills, and Abilities:

    Experience with the following tools may be helpful, but is not required:

  • Online registration tools, particularly Certain, Google Forms, and EventBrite.
  • Communication tools including Exact Target, Salesforce, SurveyMonkey, and Qualtrics.
  • Stanford-specific tools, such as MyGSB, MARRS, and Oracle Financials.

    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 his or her job.


  • Will require working occasional early mornings, 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,"\t "_blank"";'>

    Job: Marketing

    Location: Graduate School of Business
    Schedule: Part-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    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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