Events Planning Assistant

94305 - Palo Alto

15 Jun 2022

94305 - Palo Alto


LINQM is helping a client with an Events Planning Assistant.

  • The Meeting Planner is responsible for providing event and meeting planning and registration services for Stanford Conferences. The position will be assigned meetings and events for which the incumbent is responsible for providing all levels of planning and coordination on behalf of the program organizers, including budget development, contracts, site selection, logistics planning and coordination, marketing and collateral development, on-site management, post-event follow-up, and billing.  

  • The general purpose of this job is to represent the conference client and provide all necessary and required planning and coordination of services required for the client’s event. The Meeting Planner reports to the Associate Director of Stanford Conferences & Account Management and partners with key positions at all levels, internal and external to R&DE, in order to strategically align with the mission and vision of Stanford Conferences & R&DE.     

  • Essential Job Functions Event Planning (50%)
    • Plans, implements and coordinates all aspects related to event planning and registration services for internal and external clients.
    • Works with Associate Director of Stanford Conferences & Account Management to formulate and implement business strategies and plans that provide comprehensive event planning packages to University departments, R&DE, Stanford Medical Center and other target markets.
    • Develops business goals for event planning and registration services to effectively align and integrate function into Stanford Conference Services and R&DE units as appropriate.
    • Applies knowledge of customer service standards and Stanford Conferences policies to identify, clarify and resolve, potential issues with planned events and ensure  events are appropriate for the purpose intended.
    • Generates reports to monitor and track financial and operational activities or event planning and registration services. Conducts trend analysis to identify customer preferences and level of services.
    • Meet annual revenue targets and generate new business opportunities.

  • Client Services (25%)  
    • Assess client needs and negotiate details of requested services.  Responsible for all details of the event planning including conference registration, catering, hotel arrangements, marketing and conference materials development, securing meeting space, coordinating logistics, decor, transportation, audio/ visual, signage, security, parking, budgets and other planning processes.
    • Provides excellent customer service at all levels of service.
    • Develop staffing for events independently and/or as a leader of a team depending on the size and complexity of the event.
    • Facilitate meetings with key University representatives such as Stanford Catering, Stanford Guest House, and Event and Labor Services to discuss service needs.
    • Ensures appropriate designs and communication content for conference materials, such as invitations, programs, confirmation letters, and registration packets.
    • Understands and is able to articulate relevant University policies, including policies about ecommerce, UBIT rules, insurance requirements, safety and security, emergency procedures, ADA compliance, photography and copywriting, and amplified noise policies.  Monitor and ensure compliance of these policies during events.
    • Generate contracts (Letters of Agreements) for registration and event planning services and consistently meets deadlines for delivery of contracts. Ensures accuracy of information in agreements.
    • Maintains contacts with a wide array of vendors and suppliers internal and external to the University. Obtain bids from vendors, negotiate prices and finalize vendor contracts, processes and reconciles payments, resolves billing disputes and manage the production of cost summaries for events.
    • Support other Stanford Conferences and R&DE businesses both directly and indirectly.  May occasionally or regularly manage other Stanford Conferences client business, including events at the Conference Center at Li Ka Shing and Summer Conferences.  Financial (10%)  
      • Recommends to the Associate Director, Stanford Conferences & Account Management and/or the Executive Director of Stanford Conferences registration services and event planning rates as part of the business plan. Develops methods to estimate and track staff hours on the various types of events.
      • Prepares accurate budgets for event/meeting planning clients.
      • Develops monthly financial reports for Assistant Director of Adult Programs and Quality Management and Executive Director of Stanford Conferences to review and as appropriate makes recommendations to enhance revenue.
        • Prepares revenue estimates for Associate Director of Stanford Conferences & Account Management and Executive Director of Stanford Conferences for annual budgeting process.
        • Meets with clients after each event to review charges and finalize bills. Processes bills and collect payment from clients. Resolves billing disputes.
Education & Experience
  • Demonstrated project management experience: conceptualizing, designing, managing timelines and budgets, implementing, coordinating and evaluating events. Experience with development of business strategies and planning to promote revenue growth and client satisfaction.
  • Progressive professional track record demonstrated continuous growth and development in relevant skills and professional knowledge.  Certified Meeting Professional certification or other related certification is preferred. 
  • Experience in an academic environment is preferred.  Relevant Stanford University work experience is a plus.
  • Interest in pursuing additional skills and professional development as recommended by the Executive Director.    Knowledge, Skills & Abilities
  • Exceptional customer service skills with ability to cultivate professional business partnerships with key stakeholders within R&DE and across the campus.
  • Demonstrated leadership in a team environment with the ability to inspire and influence with high level of energy, enthusiasm, stamina and creativity.
  • Highly motivated professional who is a self-starter, resourceful and able to work independently with minimum supervision; and yet able to contribute positively in a team environment and work successfully with various diverse groups of internal and external customers.
  • Excellent communication skills with ability to communicate with discretion, diplomacy and tact. Listening:  actively listen, demonstrate interest and understand the subtext. Speaking: ability to present verbal information clearly, articulately; in a way that engages the recipient. Business Writing: ability to compose written information in a clear, well-structured and grammatical manner.  Facilitating & Conflict Management: ability to facilitate and resolve various levels of conflicts and reaching common ground between parties. Presentation skills: ability to prepare and deliver oral presentations to promote Stanford Conference Services to potential conference customers.
  • Ability to maneuver through various political landscapes and must possess a competent level of political astuteness to accomplish business objectives, seamlessly.
  • Must demonstrate independent judgment, diplomacy, tact and discretion that result in making sound business decisions to achieve SC’s business goals.
  • Ability to demonstrate a high level of confidence and comfort in making sound business decisions and as appropriate, demonstrate innovative and creative problem-solving.
  • High level of resilience, flexibility and the ability to adjust to changes readily. Must be able to successfully overcome obstacles and problem solve. Must work effectively under all types of stress and pressure.
    • Proficient organizational and time management skills with the ability to successfully manage multiple assignments, work under pressure and yet demonstrate positive results. Must be detailed-oriented and all work must be presented with accuracy.
    • Proficiency with Microsoft applications and general database management.  Experience with university conferencing software, such as Kinetic and/or Certain a plus.  Ability to learn specialized software systems quickly.
    • Demonstrated initiative and self-motivation, confidence, professional maturity, diplomacy with ability to handle sensitive and confidential information.
    • Demonstrated excellent decision-making and problem-solving skills and the ability to meet deadlines under pressure while maintaining accuracy and attention to detail. Must be able to identify problems, research issues, and propose and implement solutions.
    • Ability to take initiative and ownership of projects.
    • Strong organizational skills with excellent ability to plan and follow through on tasks with minimal supervision.
    • Ability to routinely and independently exercise sound judgment in making decisions.
    • Must be available to work extended hours, weekends, and/or alternative work schedules occasionally and as needed in support of organizational initiatives, events and conferences, and/or to complete normal assigned duties by due dates.  Must be able to dedicate the time and attention required for successful execution of summer conference operations and client management.