Event Coordinator

Job Title: Events Coordinator (137784+) (Part- Time)

Location: Stanford, CA +4305

Duration:5+ Months

Qualifications:
• Description:

The Stanford CME Event Coordinator is responsible for the end-to-end planning and execution of CME events, ensuring high-quality live in-person and virtual activities delivery. This role involves logistics management, vendor coordination, budget tracking, and effective communication with diverse stakeholders. Candidates must reside within a reasonable driving distance from Stanford University and thrive in a collaborative, fast-paced environment.

PART TIME

20-25 hours a week

Hybrid

Shift timing/schedule: Day-time shift; may vary based on the activities assigned. Occasional evening or weekend work will be required. May involve travel to off-site locations for events.

Responsibilities:

Plan and manage CME events, including:

Live, in-person conferences

Virtual webinars and activities

Full-day educational events

Oversee event logistics such as registration, attendee tracking, presentation material preparation, and pre-and post-event evaluations.

Lead planning meetings with faculty; document action items and decisions.

Coordinate vendor services (e.g., catering, A/V support, venue setup).

Provide on-site support during events to ensure smooth execution.

Research and recommend event locations; evaluate alternatives as needed.

Track invoices, receipts, and budgets, assisting with monthly reconciliation.
• Requirements:

Top 3 requirements to hire?

The candidate is no further than ~30-40 miles from 1520 Page Mill Rd.

Demonstrated and recent experience planning and executing events managing the logistics, specifically non-wedding events (i.e., conferences, and seminars).

Knowledge of Microsoft Office Suite and other online document.

Excellent interpersonal, communication, time management, and customer service skills. Must be well-organized and detail-oriented.

Education and Experience

Minimum of four years of relevant experience or combination of education and experience.

Bachelor's degree preferred; marketing and communication background a plus.

Knowledge, Skills, and Abilities

Excellent written and oral communication skills

Demonstrated success in planning events

Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines

Ability to work independently and as part of a team

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 detail-oriented

Knowledge of Microsoft Office Suite and Google Workspace tools.

Ability to interact with a broad spectrum of contributing groups and customers

Physical Requirements:

Frequently stand/walk, sit, perform desk-based computer tasks, 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.

Drive vehicle day and/or night with non-commercial license.
• - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.