Events & Program Operations Coordinator; AA

Events & Program Operations Coordinator

STVP is seeking a detail-oriented and service-minded Events & Program Operations Coordinator to join our small, fast-paced, impact-driven team committed to service excellence. You'll be a key contributor to STVP's operations, supporting everything from intimate board meetings to large-scale entrepreneurship events, all requiring sustained attention and multitasking. Your responsibilities will span the full event lifecycle—from initial planning and logistics coordination to on-site execution and post-event analysis.

Beyond events, you'll provide essential program support including recruitment assistance, community building initiatives, and day-to-day administrative operations that keep our dynamic team running smoothly. This is a primarily on-site role with some flexibility for hybrid work when not supporting events.

In this role, you will provide:

• Events Planning & Execution (50%)
• Speaker Release Forms
• Photographer booking and coordination
• Set up event pages, registration, RSVP communication
• Organize event photos into event libraries
• Work event registration tables, welcome guests
• Post-event cost and attendance summaries

• Program Support (25%)
• Recruitment campaign assistance
• Timetabling and facilitating student program interview process
• Facilitate community building events
• Purchasing and sending thank you gifts

• General Office Administration (20%)
• Maintenance of STVP suite
• Managing STVP's operations calendar
• Assist with managing inbound requests in STVP inbox
• Welcoming guests and general hospitality

• Communications (5%)
• Fellows website updates

Preferred Requirements:

• Experience in higher education, particularly in entrepreneurship or innovation programs
• Knowledge of the entrepreneurship ecosystem and Stanford's entrepreneurial landscape
• Familiarity with Air Table, Luma, or similar platforms

Physical Requirements:

• Valid California Drivers License Required.
• Driving Required. Events are held all over the Bay Area.

Working Conditions:

• Primarily on-site role with some flexibility for hybrid work when not supporting events
• Fast-paced environment requiring sustained attention and multitasking
• 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, (Use the "Apply for this Job" box below)..

Core Duties:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed.…