Event Planner

Job Summary DATE POSTED Apr 27, 2026 Schedule Full-time Job Code 4883 Employee Status Fixed-Term Grade G Requisition ID 108966

SCHOOL/UNIT DESCRIPTION

The merged institute for Human-Centered Artificial Intelligence (HAI) and Stanford Data Science (SDS) is a newly formed and rapidly growing institute within the Dean of Research. As an independent research institute, HAI + SDS's mission is to advance AI research, education, policy, and practice to improve the human condition. The research programming at the Stanford merged institute works to foster interdisciplinary research and elevate that work to a global audience through grant programming, convenings, fellowships and more.

POSITION SUMMARY

We are seeking an experienced and dynamic Events Planner to assist in the planning and execution of high quality events including large in‑person conferences, invitation‑only events, research seminars and workshops, and co‑sponsored events. The ideal candidate will have excellent organizational skills including project management skills; time management skills and the ability to prioritize a large volume of tasks with strict deadlines. They are proactive, enthusiastic, and willing to learn new technology and event platforms. Strong interpersonal skills will be of value including experience building and maintaining relationships with a diverse network of individuals and organizations. This is a 100% FTE, benefit‑eligible, two‑year fixed‑term, renewable position. The position will be based on Stanford’s main campus and will be considered for an option of hybrid work arrangement, subject to operational need.

CORE DUTIES

Initiate and lead meetings with stakeholders to plan scope and format of events, establish & monitor budgets, and review administrative procedures and event progress. Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as marketing, vendors, fan experience, ticket office, concessions, press and/or media. Responsible for budget planning and management, venue management and equipment & facilities management for specific events. Oversee development of registration strategy and logistics. Build and maintain relationships with internal and external partners. Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks. Research and provide recommendations for potential event locations, and evaluate alternatives. Investigate, document, and report complaints regarding all aspects of events including customer service, crowd control and staff issues. May 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 visiting entities such as vendors, teams, coaches and officials for assigned events. Train and supervise junior event planners in proper execution and implementation of 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 detail‑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. Comfortable with Microsoft Office suite and cloud applications such as Google Docs and Forms. Familiarity with or willingness to learn tools such as SocialTables, Cvent, Airtables, Canva, and Adobe Creative Suite. Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

CERTIFICATIONS AND LICENSES

Must possess and maintain a valid California non-commercial Class C 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 drive day or night.

WORKING CONDITIONS

May require some travel and working early mornings, evenings, and weekends.

WORK STANDARDS

Interpersonal Skills: Demonstrates the ability to work well with colleagues and clients and 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. When conducting university business, must comply with California Vehicle Code and Stanford University driving requirements.

EEO AND EQUITY STATEMENTS

Consistent with its obligations under the law, the University will provide reasonable accommodation to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form. Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. #J-18808-Ljbffr Stanford University