Meeting Planner

Job description

Meeting Planner

Stanford University

Job Number:


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. The department is the steward for a $1.8 billion asset portfolio covering 1/3 of Stanford's campus and has a $272 million annual operating budget for FY17. R&DE comprises 800+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP Office), Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of four R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, and Strategic Communications. 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 and annually hosts a combined 52,000 guests in the Stanford Guest House and on-campus in Stanford Conferences.

Stanford Conferences, one of four major business divisions within Residential & Dining Enterprises at Stanford University is responsible for overall coordination and management of hospitality services for academically sponsored conferences, educational programs and youth camps held on the Stanford campus. The division is driven by a business service infrastructure which includes conference registration and meeting planning, policy and program development, sales and marketing, customer-client satisfaction and continuous quality improvement activities relevant to conferences.

Stanford Conferences, working in partnership with Student Housing, Stanford Dining, Stanford Hospitality and Auxiliaries and other key business partners, successfully hosts 250+ multiday, residential conference groups and educational programs annually, with the predominance of business occurring during the summer. The division consists of (16) sixteen full time staff who have expertise in areas of client relations, conference & event planning, conference operations and sales & marketing. Student and temporary staff provide additional support to the Stanford Conferences Staff on an as needed basis.

The Meeting Planner is responsible for providing event and meeting planning and registration services for Stanford Conferences. The position will be assigned meetings and events for which the incumbent is responsible for providing all levels of planning and coordination on behalf of the program organizers, including budget development, contracts, site selection, logistics planning and coordination, marketing and collateral development, on-site management, post-event follow-up, and billing. The general purpose of this job is to represent the conference client and provide all necessary and requested planning and coordination of services required for the client's event. The Meeting Planner reports to the Assistant Director for Adult Programs and Quality Management and partners with key positions at all levels, internal and external to R&DE, in order to strategically align with the mission and vision of Stanford Conferences & R&DE.

JOB PURPOSE: Lead and manage event teams charged with producing high-quality events. Serve as project leader on complex, large-scale events, including responsibility for financial management. Provide training and guidance to colleagues.


  • Serve as project manager of multiple activities, scope out project tasks/team assignments and guide team to create work plans and schedules, monitor progress, and meet milestones.
  • Oversee the management of event teams and/or production consultants to produce quality, multi-faceted events and productions.
  • Establish and maintain relationships with internal and external university partners.
  • Act as department representative at cross-departmental project meetings.
  • Operate as account manager on deliverables, program metrics, and status reports.
  • Work cross-departmentally to prepare and manage complex program budgets.
  • Recommend and schedule events into appropriate off-campus and on-campus venues.
  • Oversee registration strategy and logistics.
  • May hire and oversee support staff, students and contingent event staff.
  • Train and supervise junior event planners in proper execution and implementation of events. * - Other duties may also be assigned MINIMUM REQUIREMENTS:

    Education & Experience: Bachelor's degree and five years of relevant experience or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Superior project and event management skills.
  • Ability to manage a diverse team of staff and contingent labor, holding them to deadlines and the highest quality output.
  • Demonstrated experience with financial management of complex event budgets requiring excellent analytical skills.
  • Extreme attention to detail and deadlines; ability to prioritize and manage complex workflows.
  • Excellent communication, time management, and customer service skills. Must be well organized and detailed oriented.
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
  • Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem solving skills. Certifications and Licenses:
  • Current Certified Meeting Professional (CMP) designation preferred
  • 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.

  • 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,

    Job: Communications

    Location: Residential & Dining Enterprises
    Schedule: Full-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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    Job No:
    Posted: 3/6/2018
    Application Due: 4/9/2018
    Work Type: