Event Coordinator, Administrative​/Clerical

Event Coordinator, Alumni Events

Founded in 1892 by the first graduating class, the Stanford Alumni Association (SAA) has a mission to reach, serve and engage all Stanford alumni and students; to foster a lifelong intellectual and emotional connection between the university and its graduates; and to provide the university with goodwill and support. SAA believes that diversity and excellence go hand-in-hand and hires individuals with a commitment to working effectively with colleagues and alumni from diverse backgrounds.

Provide support to the Alumni Events team and the Stanford Open Minds project team. This position includes basic project management, event planning, event registration, customer service, and more. Inventory management of event and brand assets as well as storage coordination is part of this role. Financial administration support for contracts, procurement, and invoice payments for all of Alumni Relations. Additional responsibilities include support for Virtual Events, meetings and webinars.

The successful candidate will have great knowledge and familiarity with the Microsoft and Google software suites. They will be a great communicator as well as incredibly organized and thorough. They will demonstrate an ability to manage multiple projects at the same time with an understanding and execution of the administrative support that the organization needs.

This is a two-year fixed-term position, full-time 100% FTE and benefits-eligible. This is a hybrid position with a minimum of 2 days per week in the office based on Stanford’s main campus.

Assist in the planning and execution of Stanford events, such as seminars, conferences, sports or alumni events, and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.

• Support the design, planning, implementation, and coordination of Stanford events.
• Contribute to vendor and site selection, arrangements, and scheduling.
• Coordinate event registration and confirmations.
• Process purchase requisitions and invoices; track event expenses.
• Provide general administrative assistance for department; handle phone calls, emails, and other correspondence relating to event(s).
• Liaise with donors, alumni, senior staff, faculty, trustees, and other staff.
• Coordinate facility, exhibit set‑up, equipment, and catering requirements. Provide on‑site support, such as check‑ins, directions, equipment set‑up, and event parking.
• Run database lists, and communicate registration status, reports, and data.

• Manage meetings, schedules, invites, note taking, etc.
• Contribute to and manage elements of projects in Airtable and Asana (Project Management tools).
• Create and update slide shows on PowerPoint and Google Slides.
• Update, maintain, and manage photo and digital asset database.
• Light copy writing and editing of marketing materials, websites, and emails.
• Liaise with donors, alumni, senior staff, faculty, trustees, and other staff.
• Work with staff and alumni volunteers by coordinating onsite event logistic support.

• Associate degree and two years of relevant experience or combination of education and relevant experience.
• Knowledge of supporting events.
• Ability to manage shifting priorities and handle numerous time‑sensitive projects with multiple deadlines.
• Ability to work independently and be self‑motivated.
• Demonstrated ability in problem solving, taking initiative, judgment, and decision‑making.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact with a broad spectrum of customers.

• Bachelor's degree and/or 3 years of relevant experience.
• Excellent communication skills (verbal and written) and the ability to represent the university professionally both internally and externally.
• Strong interpersonal skills; tact and flexibility in working with diverse population groups.
• Sound judgment, the ability to…