Operations and Events Specialist
Palo Alto UniversityOperations and Events Specialist
Department |
Strategic Partnerships & University Relations (SPUR) |
Reports to |
Vice President for Strategic Partnerships & University Relations |
Employment Status |
Full-Time Exempt Staff |
Salary Range |
$60,000 - $90,000 |
Location |
San Francisco Bay Area, hybrid with regular in-person presence at PAU campuses in Palo Alto and Mountain View |
About Palo Alto University
Palo Alto University (PAU) is a private, nonprofit university dedicated to advancing human understanding through innovative education, groundbreaking research, and impactful practice in behavioral science. Founded in 1975 in the heart of Silicon Valley, PAU offers graduate and undergraduate programs in psychology, counseling, social work, and behavioral science, including the PAU-Stanford PsyD Consortium with Stanford Medicine. PAU serves more than 1,200 students, has a network of more than 4,200 alumni, and employs more than 150 faculty and staff. The university is entering its sixth decade with a new vision and strategic plan, creating a meaningful opportunity to help shape how behavioral science responds to the challenges of a rapidly changing world.
The Opportunity
Reporting to the Vice President for Strategic Partnerships and University Relations, the Operations and Events Specialist is the production engine of SPUR's advancement event portfolio. The Specialist owns project management, logistics, production, and execution for major university advancement events, including commencement week, the Annual Gala, President's Circle gatherings, donor and partnership cultivation events, alumni programs, and Silicon Valley convenings. This is a hands-on role for an experienced event professional who is highly organized, calm under pressure, attentive to guest experience, and energized by turning strategic event goals into polished, well-executed experiences.
Key Responsibilities
- Own end-to-end production and logistics for SPUR advancement events, from planning through on-site execution and post-event debrief.
- Manage venues, catering, audiovisual, signage, transportation, accommodations, staffing, accessibility, event technology, security coordination, and other production details.
- Develop and maintain event timelines, run-of-show documents, vendor contracts, budgets, production files, and post-event reports.
- Serve as the primary on-site coordinator, managing setup, vendors, staff and volunteers, guest needs, and real-time problem solving.
- Lead the production and logistics of PAU's annual commencement week, including multi-day celebrations, cultivation activities, speaker and procession logistics, guest communications, and the overall event experience.
- Produce Silicon Valley convenings and thought leadership events once strategic objectives, audiences, and relationship goals are established by university leadership.
- Execute presidential advancement events, including major donor gatherings, leadership convenings, and community engagement events, with thoughtful briefing materials, guest lists, seating plans, and follow-up coordination.
- Design and manage invitation, registration, RSVP, attendance, and guest accommodation processes, and maintain accurate event participation data in HubSpot or related CRM platforms.
- Build and maintain a strong vendor network and organized event history that supports quality, continuity, cost awareness, and continuous improvement.
Required Qualifications
- Bachelor's degree in event management, communications, hospitality, marketing, public relations, or a related field.
- Two or more years of progressive experience in event production, advancement operations, or a related role, with demonstrated success managing complex, multi-stakeholder events from planning through execution.
- Exceptional organization and project management skills, with the ability to manage multiple events and workstreams simultaneously under deadline pressure.
- Strong written and verbal communication skills, including the ability to draft guest communications, event briefings, and post-event reports in a professional institutional voice.
- Experience with invitation and RSVP systems, event registration platforms, and CRM tools; familiarity with HubSpot is preferred.
- Demonstrated ability to manage vendors, negotiate event-specific contracts, and coordinate logistics across venues, catering, audiovisual, and other service providers.
- A proactive, calm, service-oriented approach with strong attention to detail and genuine enthusiasm for PAU's mission and advancement work.
Preferred Qualifications
- Experience producing advancement events in higher education, nonprofit, or other mission-driven settings.
- Experience supporting commencement ceremonies, multi-day celebrations, or large-scale institutional events.
- Background in donor cultivation events, presidential advancement support, or major gift stewardship programming.
- Familiarity with Silicon Valley professional networks, convening culture, and event venues.
- Experience with event marketing, social media promotion, or digital event communications.
Work Location and Schedule
This is a full-time Bay Area-based role with a hybrid work structure and regular in-person presence at PAU's Palo Alto and Mountain View campuses, particularly during event planning, production, and execution. Regular evening and weekend availability is required during peak event periods, including commencement week, the Annual Gala, Silicon Valley convenings, and President's Circle gatherings.
Equal Opportunity and Accommodations
Palo Alto University is an equal opportunity employer firmly committed to non-discrimination in its hiring and employment practices. In compliance with applicable federal and state laws, employment decisions are made without regard to race, color, religion, ancestry, national origin, age, sex, marital status, citizenship status, military service status, sexual orientation, medical condition, disability, or any other status protected by law. PAU provides reasonable accommodations to qualified individuals with disabilities as required by law.
Application
PAU values colleagues who can work at a high level with people from a wide range of backgrounds. In your application or cover letter, please share how your background and experience have prepared you to contribute to an inclusive, mission-driven university community.