Events Associate

Company: Leadstack Inc
Location: Stanford
Posted on: March 19, 2023

Job Description:

JOB PURPOSE:
Assist in the registration process and back-end execution of Hoover Institution events, such as seminars, working group meetings, conferences, workshops, and roundtable discussions. Coordinate event information including but not limited to monitoring, reporting, cross checking and tracking of responses. Coordinate and support the Event team with vendor processing.

CORE DUTIES*:
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).
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.
Help in the maintenance of event timelines and programs (e.g., Run of Show) documents.
Edit and review documents for clarity, grammar, and layout.

* Note: 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.



MINIMUM REQUIREMENTS:

Education & Experience:
Associate degree and two years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:
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 detail oriented.
Knowledge of Microsoft Office suite and other online documents, such as Google Docs.

Desired/Preferred Knowledge, Skills and Abilities:
Knowledge of Mailchimp, Aventri, BeePro registration tools a plus.
Knowledge event registration systems (Cvent, EventBright, Aventri) a plus.
Proficient on several virtual meeting platforms (Zoom, Webex, Crowdcast etc.)

Certifications and Licenses:
Valid Non-Commercial Class California Driver's License.

PHYSICAL REQUIREMENTS*:
Frequently stand/walk, sit, perform desk-based computer tasks, and 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.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

* 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 the job.

WORKING CONDITIONS:
May require infrequent working evenings and weekends.

WORK STANDARDS:
When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide

Keywords: Leadstack Inc, San Francisco , Events Associate, Other , Stanford, California