Operations and Events Specialist

Palo Alto University • Palo Alto, CA

19h • $60,000 - $90,000 • Hybrid

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level