Event Planner

The merged institute for Human-Centered Artificial Intelligence (HAI) and Stanford Data Science (SDS) is a cutting-edge research institute within the Dean of Research at Stanford University, a prestigious and world-renowned academic institution. This newly formed and rapidly growing institute is dedicated to advancing the frontiers of artificial intelligence research, education, policy, and practical applications, with the ultimate goal of improving the human condition globally. The institute fosters interdisciplinary collaboration and works to elevate its groundbreaking research through various programs including grant offerings, convenings, fellowships, and more. By combining expertise in AI and data science, the institute is positioned at the forefront of innovation and scholarship, influencing technology and society positively and responsibly.

Within this vibrant and innovative environment, Stanford University is seeking an experienced and dynamic Events Planner to contribute to the planning and execution of high-quality events. This role is integral to the institute’s outreach, engagement, and knowledge dissemination efforts. The Events Planner will manage a diverse portfolio of events including large-scale in-person conferences, invitation-only gatherings, research seminars, workshops, and co-sponsored events that bring together leading experts, scholars, policymakers, and practitioners from around the world. This position offers a unique opportunity to engage with cutting-edge AI and data science communities while supporting Stanford’s mission of global leadership in research and education.

This is a 100% full-time equivalent (FTE) position with benefits, offered as a two-year fixed-term contract with a possibility of renewal. The position is based on Stanford’s main campus, incorporating a hybrid work arrangement option, subject to operational needs. The anticipated pay range for this role is $82,650 to $101,690 per annum. Candidates are encouraged to apply by submitting a cover letter and resume online, with a one-page cover letter that highlights their proactive attitude, enthusiasm, and adaptability to new technologies and event platforms, demonstrating how these qualities have contributed to their past successes.

The role requires exceptional organizational and project management skills, with an emphasis on the ability to handle multiple complex tasks and prioritize under tight deadlines. The ideal candidate will be proactive, enthusiastic, and eager to adopt new event technologies and platforms, fostering seamless event execution and enriching participant experiences. Strong interpersonal skills are essential for building and maintaining productive relationships with a diverse range of stakeholders, including internal teams, external vendors, academic collaborators, and attendees. The Events Planner will play a vital role as a project leader, coordinating teams and managing budgets to ensure each event's success while maintaining high standards of quality and safety.

In addition to logistical responsibilities, the Events Planner is expected to negotiate vendor contracts, coordinate registration strategies, monitor environmental health and safety compliance, and investigate and resolve any issues during events to ensure smooth operations. Training and supervising junior event staff, and occasionally supporting event personnel and students, will also be part of this comprehensive role. As such, the position is not only essential for operational excellence but also for fostering a collaborative and innovative team culture that enhances the institute’s visibility and impact in the AI and data science fields.

By joining Stanford University and the HAI + SDS institute, the Events Planner will be part of a highly respected and influential research community that values diversity, innovation, and global impact. The University provides a range of career development opportunities, a caring and supportive work culture with extensive health benefits, and access to numerous resources to support employee well-being and growth. This role offers a chance to contribute meaningfully to transformative research and outreach efforts that shape the future of artificial intelligence and data science on a global scale.