Events and Event Marketing Manager
Graduate School of Education, Stanford, California, United States

Schedule: Full-time
Job Code: 4883
Employee Status: Regular
Grade: G
Requisition ID: 93892

The Graduate School of Education (GSE) seeks an Event and Event Marketing Manager to join the External Relations team. Reporting to the Director of Alumni Relations and Annual Giving, this position will work with External Relations teammates, alumni volunteers, faculty, students, the Office of Development (OOD) and other school and university colleagues to plan and execute events and event-related communications that reach, serve, and engage alumni, donors, stakeholders, and friends of the GSE.

What You'll Do:

The Events and Event Marketing Manager will support the development and management of annual and opportunistic event-based engagement efforts for the school that span our fundraising, donor stewardship, alumni relations, annual fund, and community engagement needs. As an event manager, you will lead the coordination of event project plans, timelines, and volunteer roles; foster partnerships with Stanford's Event Services, SAA and OOD's Development Events team and other campus event planning networks; maintain relationships with GSE vendors and negotiate contract terms for venue rentals, catering, special gifts, and event materials and collateral; and follow administrative procedures for managing expenses and billing processes. As an event marketing manager, you will provide communications and strategic marketing expertise for various events and programs. This includes partnership with development and alumni relations colleagues to produce mass e-mail and mail communications and an events outreach/publicity strategy as well as production of promotional materials and publicity outreach (traditional, print, digital, social media, other) to build core audiences and drive event attendance.

Core duties will include*:

• Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or 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, guest experience, swag, registration, mailings, name tag assembly, and press and/or media.
• Responsible for budget planning and bill-paying management, venue management and equipment and facilities management for specific events.
• Oversee development of registration strategy and logistics
• Develop pre- and post-event evaluations and surveys to inform future efforts and build a database of relevant guest/attendee feedback
• Build and maintain relationships with internal and external partners
• Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks. Communicate with visiting entities such as vendors, teams, coaches, and officials for assigned events.
• 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.
• Consult with GSE staff colleagues on best practices and implementation of events.
• Occasional (1-3 times per year) assistance coordinating event-related domestic and international travel for GSE VIP's.
• May oversee support staff, students, and contingent event staff.
• Bring a commitment to promoting and supporting an environment of diversity, inclusion, belonging and equity.

Specifically, the Event and Event Marketing Manager will (other programs and events may be added):

• Coordinate event logistics and marketing strategies for the following scheduled in-person GSE events:

• • May 24: GSE Cubberley Lecture and VIP Dinner
  • September 28-29: Transforming Learning Accelerator Fall Summit/Yidan Conference (additional administrative support available here)
  • October 21-22 GSE Reunion Alumni Awards & Tailgate (additional administrative support available here)
  • March 2023: GSE Circle Night
  • April 2023: AERA Reception
  • Quarterly: 1-2 Faculty Q&A's via Zoom Webinar
  • TBD Alumni Relations and Development Events

*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

What You'll Bring:

We are looking for someone who is customer service oriented, enthusiastic, and energetic, and a creative problem solver. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Some additional requirements include:

Education & Experience:

Bachelor's degree and three years of relevant experience or combination of education and relevant experience.

Required Knowledge, Skills, and Abilities:

• A drive for creativity, a sense of organizational mission, and the judgment to balance an eagerness to collaborate with the initiative to move forward independently
• Exceptional attention to detail as well as an eye for the big picture.
• Excellent communication skills and the ability to represent the university professionally both internally and externally.
• Strong proficiency in MS Word, Excel, PowerPoint, Qualtrics and an aptitude for learning database management programs. Graphic design skills and basic HTML knowledge a significant bonus.
• Demonstrated experience securing vendor bids/estimates, reviewing vendor contracts, planning event logistics, developing registration systems, driving attendance, surveying guest experiences.
• Strong interpersonal and client services skills; eagerness to work with diverse population groups.
• Excellent judgment, the ability to analyze problems quickly and accurately, and the ability to develop practical and effective solutions to solve a variety of problems.
• Discretion handling private and confidential alumni and donor information.
• Understanding and commitment to goals of higher education is highly desirable.

Additional key skills and competencies:

• Knowledge of Stanford's Oracle Financial is preferred but not required.
• Knowledge of Stanford's alumni/donor databases knowns as Postgrads/CARD is preferred but not required.
• Knowledge of