Events & Program Operations Coordinator (AA2)

Events & Program Operations CoordinatorSTVP is seeking a detail-oriented and service-minded Events & Program Operations Coordinator to join our small, fast-paced, impact-driven team committed to service excellence. You'll be a key contributor to STVP's operations, supporting everything from intimate board meetings to large-scale entrepreneurship events, all requiring sustained attention and multitasking. Your responsibilities will span the full event lifecycle—from initial planning and logistics coordination to on-site execution and post-event analysis. Beyond events, you'll provide essential program support including recruitment assistance, community building initiatives, and day-to-day administrative operations that keep our dynamic team running smoothly. This is a primarily on-site role with some flexibility for hybrid work when not supporting events.In this role, you will provide:Events Planning & Execution (50%)Speaker Release FormsPhotographer booking and coordinationSet up event pages, registration, RSVP communicationOrganize event photos into event librariesWork event registration tables, welcome guestsPost-event cost and attendance summariesProgram Support (25%)Recruitment campaign assistanceTimetabling and facilitating student program interview processFacilitate community building eventsPurchasing and sending thank you giftsGeneral Office Administration (20%)Maintenance of STVP suiteManaging STVP's operations calendarAssist with managing inbound requests in STVP inboxWelcoming guests and general hospitalityCommunications (5%)Fellows website updatesPreferred Requirements:Experience in higher education, particularly in entrepreneurship or innovation programsKnowledge of the entrepreneurship ecosystem and Stanford's entrepreneurial landscapeFamiliarity with AirTable, Luma, or similar platformsPhysical Requirements:Valid California Drivers License Required.Driving Required. Events are held all over the Bay Area.Working Conditions:Primarily on-site role with some flexibility for hybrid work when not supporting eventsFast-paced environment requiring sustained attention and multitaskingInterpersonal 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, Duties:Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.Maintain approved content on websites.May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.Minimum Education and Experience:High school diploma and three years of administrative experience, or combination of education and relevant experience.Knowledge, Skills and Abilities:Proficient computer skills and demonstrated experience with office software and email applications.Demonstrated success in following through and completing routine tasks.Strong organizational skills and attention to detail.Strong verbal and written communication skills.Excellent customer service and interpersonal skills.Ability to prioritize and multi-task.