Conference and Event Manager

Maxonic maintains a close and long-term relationship with our direct client. In support of their needs, we are looking for a Conference and Event Manager.

Job Description:

Job Title: Conference and Event Manager

Job Location: Stanford, CA

Work Schedule: On-site

Rate: $45/hr, Based on experience.

Responsibilities:

The Event Operations team within the Facilities & Hospitality Department of Client seeks an experienced and highly skilled Conference and Event Manager. The temporary Conference and Event Manager will work closely in partnership with Client department and event owners to plan and execute conferences and events, such as high-profile speaker visits, academic conferences, seminars, executive programs, student-facing educational opportunities and other university-related events. This position serves as a project and team leader in managing a portfolio of events, including large/multi-day events and will be part of a highly collaborative team assisting in the execution of Client’s in-person, hybrid, and virtual events.

The Conferences and Events Manager will need to exercise good judgment regarding how to prioritize tasks in the face of frequently shifting priorities. It is essential to have excellent judgment, integrity, flexibility, and creativity as well as a positive attitude, the ability to collaborate and consult, and a good sense of humor. If you are an experienced event manager with outstanding event planning expertise and exceptional customer service skills, ready to take-on new challenges in higher education, this is a position for you.

Your primary responsibilities include:

• Serve as project leader on specific events, overseeing all aspects of each event and coordinating teams that plan, implement and manage event logistics such as: AV, equipment/furnishings, registration, catering, managing vendors, etc. Provide on-site event management and support.
• Initiate and lead meetings with stakeholders to define and monitor scope and format of events and event budgets, and/or review administrative procedures and event progress, and provide guidance and policy interpretation.
• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
• Manage venue scheduling, including strategies around scheduling, reservation requests, calendar conflicts and venue usage.
• Utilize and maintain complex venue reservation system/database in Mazevo and other event planning software.
• Inspect event facilities to ensure they conform to the event needs. Create specialized floor plans and coordinate event setup/take down.
• Oversee registration strategy and logistics as needed.
• Build and maintain relationships with internal and external partners.
• Procure and coordinate vendor services.
• Research and provide recommendations to optimize event locations and evaluate alternatives and availability.
• Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
• 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.
• Provide support for virtual and hybrid events.
• Communicate with visiting entities such as speakers/panelists, alumni, and program participants for assigned events.
• Other duties may also be assigned.

Minimum Requirements:

• Bachelor's degree and three years relevant experience or a combination of education and experience.
• 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.
• Proficient in managing Zoom meetings and Webinars and/or willingness to learn.
• 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 detailed oriented.
• Exceptional hospitality and customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.
• Knowledge of cloud applications such as Google Workspace, Microsoft 365, Eventbrite. Willingness to learn department reservation system and other applications.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
• Ability to work occasional evenings and weekends.
• This is a fully onsite position.

In addition, preferred requirements include:

• Experience in higher education is also desirable

About Maxonic:

Since 2002 Maxonic has been at the forefront of connecting candidate strengths to client challenges. Our award winning, dedicated team of recruiting professionals are specialized by technology, are great listeners, and will seek to find a position that meets the long-term career needs of our candidates. We take pride in the over 10,000 candidates that we have placed, and the repeat business that we earn from our satisfied clients.

Interested in Applying?

Please apply with your most current resume. Feel free to contact Jaspreet Singh (jaspreet.s@maxonic.com / 510-613-4990) for more details.