Conference and Event Manager

Conference And Event Manager

Conference and Event Manager Pay Rate Range: $45.00/hr (DOE) Employment Type: Contract Estimated End Date: December 2026 Schedule: Full-time, 40 hours/week; Monday–Friday, generally 8:00 AM–5:00 PM, with some evenings and weekends as needed for events Location: Stanford, CA 94305 (Fully Onsite)

Tekberry is looking for a highly qualified and motivated Conference and Event Manager to work onsite with our client. In this role, you will manage a portfolio of high-visibility events including academic conferences, executive education programs, high-profile speaker events, seminars, and student-facing programs.

You will serve as a project lead for complex, multi-day events and collaborate closely with internal stakeholders, vendors, and service providers to deliver smooth, professional, and impactful in-person, hybrid, and virtual experiences.

As a Tekberry W2 employee, you will have access to health benefits including medical, dental, and vision coverage.

Responsibilities

Event Planning & Project Management (40%)

• Serve as project lead for assigned conferences and events, overseeing all phases from initial planning through post-event wrap-up.
• Develop event scopes, timelines, and project plans for single- and multi-day programs.
• Lead planning meetings with stakeholders to define objectives, format, budget, and logistics.
• Coordinate internal and external teams to deliver AV, furnishings, catering, registration, communications, and on-site event support.
• Provide on-site event management, including problem-solving in real time and ensuring a high-quality guest experience.

Logistics, Venue & Operations Management (30%)

• Manage venue scheduling and space usage across GSB facilities, including conflict resolution and calendar optimization.
• Utilize and maintain the venue reservation system (Mazevo) and other event-planning tools to track bookings, layouts, and resources.
• Create and review detailed floor plans and room setups; coordinate event setup and teardown with facilities and vendors.
• Inspect event spaces before, during, and after use to ensure they meet event requirements and conform to safety and facility standards.
• Coordinate vendor services for catering, AV, furniture, and other event needs; negotiate, track, and manage service levels.

Budgeting & Stakeholder Communication (20%)

• Develop, track, and manage event budgets; monitor expenses and ensure events stay within agreed cost parameters.
• Provide cost estimates and recommendations to stakeholders on venue, services, and format to optimize value.
• Serve as a primary point of contact for internal partners, speakers/panelists, alumni, and program participants for assigned events.
• Investigate, document, and escalate event-related complaints or issues, and recommend process improvements.

Virtual & Hybrid Event Support / Compliance (10%)

• Support virtual and hybrid events, including Zoom Meetings/Webinars and other online platforms (training can be provided).
• Ensure events comply with Environmental Health & Safety and facility regulations; identify issues (e.g., crowding, access, fire safety) and coordinate corrective actions.
• Maintain accurate event records, including schedules, layouts, contacts, and post-event notes for continuous improvement.

Must-Have Qualifications

• Bachelor's degree and a minimum of 3 years of experience in conference, event, or hospitality management, or an equivalent combination of education and experience.
• Proven success leading events end-to-end, including logistics, vendor coordination, and on-site execution.
• Demonstrated experience with event budgeting, cost tracking, and working within set financial parameters.
• Strong project management skills, with the ability to balance multiple events, deadlines, and shifting priorities.
• Excellent interpersonal, communication, and customer service skills; comfortable working with executives, faculty, staff, students, and external guests.
• Highly organized and detail-oriented with a proactive, solutions-focused mindset.
• Comfortable working some evenings and weekends based on event schedules.
• Proficiency with productivity and collaboration tools such as Google Workspace and Microsoft 365, and willingness to learn systems like Mazevo and other event tools.
• Ability to work fully onsite at Stanford GSB.

Preferred Qualifications

• Prior experience working at Stanford University or within a higher education environment.
• Experience managing conferences, executive programs, or high-profile speaker events.
• Familiarity with Zoom Meetings/Webinars, Eventbrite, or similar platforms for registration and virtual events.
• Demonstrated ability to cultivate strong partnerships and deliver exceptional hospitality experiences.