Events Coordinator

Stanford University

The event coordinator will assist in the planning and execution of Canary Center, MIPS, and PHIND events. These events range from smaller seminars, workshops, and meetings with invited speakers to larger scientific conferences. You will coordinate the event logistics, including all scheduling, booking meeting rooms, arranging transportation, catering, and event registration. You will promote the events by creating, updating and distributing materials through e-mail, on websites, social media, and by posting flyers around the Stanford campus. You will also provide onsite support during the events to ensure everything runs smoothly. 

You will report to the deputy directors of the Canary Center, MIPS, and PHIND and will provide them with general administrative support where needed.

Duties include:

  • 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.
* - Other duties may also be assigned.
  • Associate degree and two years of experience or combination of education and experience.

  • 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.

  • Valid Non-Commercial Class California Driver's License.

  • Frequently stand/walk, sit, perform desk-based computer tasks, 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.
  • Drive vehicle day and/or night with non-commercial license.
* - 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.

  • 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,

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North America

Stanford , United States


United States