Alumni Relations is part of External Relations, a collaborative joint department, composed of a fundraising group, an alumni relations group, and an advancement marketing group, which work together to build and maintain relationships with Stanford Law School alumni and friends to advance the school's mission.
Our team seeks motivated and enthusiastic candidates to strengthen Stanford Law School alumni communities through events held on campus, virtually and regionally. Reporting to the Director of Alumni Relations, the Events Manager collaborates within alumni relations, as well as with the Stanford Alumni Association, the Office of Development, and other university colleagues to deliver excellent event experiences that reach, serve and engage Stanford Law School alumni.
The Alumni Relations Event Manager manages and executes events hosted by External Relations, including but not limited to SLS Reunions, the Graduating Class Dinner, the Swearing-in Ceremony, faculty webinars, board events and summer gatherings.
We are seeking a can-do attitude, strong organizational skills, customer focus, a collaborative mindset, experience and relationships in event planning, and a sense of humor. The ideal candidate is proactive by nature and can learn and navigate complex Stanford systems with training provided. Knowledge of the Stanford alumni community or Stanford internal systems is a plus. This is a great opportunity for someone looking to focus event planning efforts within the field of alumni relations.
JOB PURPOSE:
Plan and execute Stanford Law School events, such as webinars, reunions, board meetings with breakout rooms, and other university related events. Plan and manage logistics, including registration and attendee tracking through Cvent, marketing emails, presentation and materials support, and post-event debriefs. Procure and coordinate vendor services. Provide on-site event support. Research and provide recommendations for potential event locations and evaluate alternatives.
CORE DUTIES:
- Lead and partner with stakeholders to design, plan, and implement events, establish and monitor budgets, and/or review administrative procedures and event progress for Stanford Law School alumni and students.
- Evaluate and select vendors (tents, catering, rentals, florals, etc.) and providers of services considering stakeholder requests and requirements. Negotiate vendor contracts to minimize liability and risks.
- Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, registration, decor and MCLE credit.
- Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
- Use Cvent to build and execute registration strategies for alumni events, including setup, nametags, seating, reporting and other materials and logistics.
- Maintain the gift and event supply inventory for Stanford Law School External Relations. Fulfill orders, billing, and document thank you gifts to alumni.
- Build a network of relevant internal and external stakeholders, and stay informed on current university initiatives and activities.
- Research and provide recommendations for potential event locations and evaluate alternatives.
- Market alumni events by posting on the Stanford Law School website and sending emails in Marketo.
- Investigate, document and report feedback regarding all aspects of events including customer service, crowd control and staff issues.
- Work with teams to inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
- Communicate with vendors, and alumni and faculty speakers for assigned events.
- May oversee support staff, students, and contingent event staff.
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
- Excellent project management skills, and the ability to manage complex timelines and multiple projects.
- Ability to work both independently and as part of a team.
- Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
- Exceptional customer service skills with the ability to cultivate partnerships.
- Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
- Knowledge of Microsoft Office suite, Zoom and knowledge of cloud applications such as Google Docs and Forms. The ability to learn new and develop expert knowledge in systems.
- Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
Additional Preferred Knowledge, Skills, and Abilities:
- Demonstrated proficiency in running Zoom webinars, breakout rooms and events.
- Existing relationships with Bay Area event vendors and the events community.
- Experience in building and managing event registration systems and reporting.
- Knowledge of Cvent, Dropbox, Marketo or Adobe Acrobat Suite.
