Special Events and Communications Associate at Lucile Packard Foundation for Children's Health in Palo Alto, California

Job Description:

Special Events and Communications Associate

Main focus: Provide administrative, logistical, communications and project management support for 45+ special events per year to advance fundraising for Stanford Medicine Childrens Health. Location: Palo Alto, CA (hybrid); the successful candidate for this role will be based in the Bay Area.

ABOUT THE FOUNDATION The Lucile Packard Foundation for Children's Health, in partnership with Stanford Medicine and Lucile Packard Childrens Hospital, unlocks philanthropy to transform health for children and families in Northern California and around the world. Through fundraising and grantmaking, the Foundation drives scientific research, innovation, and policy change that will improve care, advance cures, and reform healthcare systems for this and future generations.

WHAT YOULL DO

As Special Events and Communications Associate, youll ensure that all ts are crossed and is are dotted, contributing to a delightful, seamless, and frictionless experience for event participants and colleagues. Your responsibilities will be many and varied from email correspondence to creating slide presentations, drafting budgets, interfacing with vendors, greeting donors, and setting up events.

Youll report to our Associate Director, Special Events Operations, but will support a team of five. Youll apply your formidable organizational, communication and customer service skills in the planning, execution, and follow-up phases of special events, ranging from donor dinners to lab tours, speaker series, and even help with a 5K race and family festival. Please note that the Foundations events represent the highest standards of strategy, style, and sophistication in the industry.

The compensation range for this role is between $29-$34 per hour.

YOULL BE RESPONSIBLE FOR

Event Planning & Logistics

• Organizing incoming event proposals and drafting event briefs and budgets.
• Researching and sourcing venues and vendors; Updating the master vendor list.
• Arranging catering - managing logistics, taking notes on preferences and quantities and learning from past experiences.
• Formal scheduling with Hospital Leadership and Presidents office, carefully following protocol.
• Tracking RSVPs and producing error-free nametags.
• Assisting the Event Leads with various projects related to specific events including printing day-of materials, running errands, creating pack lists, packing and unpacking event supplies.
• Providing in-office and offsite event support at various venues, including occasional evening events.
• Staying current on the latest event trends and technology.
• Managing an independent portfolio of Special Events.

Event Communications:

• Preparing complete and accurate invitation lists for digital and printed invitations.
• Drafting event communication such as invitations, emails, briefings, programs, slide presentations and signage.
• Submitting internal requests for support from video production and design teams.
• Helping to create event collateral using platforms such as Swoogo, MailChimp, Classy, Qwilr, Canva, PowerPoint, and Outlook.

Administrative Support

• Scheduling meetings, drafting agendas, and taking detailed notes.
• Managing event supplies, including researching new products and vendors, tracking inventory levels, placing orders, organizing storage, and creating a system to track internal borrowing and returns.
• Keeping Special Events calendar updated on all platforms and updating project management tools with Special Events data.
• Managing the Special Events inbox and calendar.
• Preparing meticulous event attendance data to upload into CRM.
• Uploading event photos to Digital Asset Management system.
• Reconciling Special Events credit card; Sourcing and organizing receipts and invoices, ensuring all expenses are accounted for.
• Providing occasional back-up support for the reception desk, which includes answering the phone, greeting guests, and other office management tasks as requested.
• Other duties as assigned, based on the evolving priorities and greatest needs of the organization.

YOU MUST HAVE

• Associate or Bachelors Degree or equivalent work experience
• 2+ years of directly related work experience (administrative, project management, marketing, communications or event planning experience)
• Customer-centric orientation and positive attitude
• Meticulous attention to detail

ITS AN ADDED PLUS IF YOU HAVE EXPERIENCE WITH

• Philanthropy, nonprofit, higher education and/or healthcare industries
• Event planning
• Design (Canva, Adobe, InDesign) or email deployment (MailChimp) experience
• Strong spreadsheet skills Excel, pivot tables, etc.
• Data entry and/or database management, including creating queries and pulling custom lists

YOULL BE SUCCESSFUL IF

• You hold yourself to the highest standards of excellence.
• Youre methodical, organized, and have excellent follow-through.
• Youre proactive and take initiative without being asked.
• You take ownership and propose solutions to problems.
• You remain calm under pressure.
• Youre a true team player and happy to pitch in wherever needed.
• Youre flexible and adaptable to supporting diverse working styles and personalities.
• You exhibit professionalism and good judgment in all interactions.
• Youre detail-oriented, always double check your work, and abhor typos!
• Youre ambitious and interested in marketing and events.
• Youre tech-savvy you love learning new platforms and pick them up quickly.
• You believe that feedback, in all directions, is a gift.
• You care about the mission of Lucile Packard Foundation for Childrens Health.

Working at the Foundation

WE OFFER EXCELLENT BENEFITS & PERKS, INCLUDING

• Generous leave, including PTO, holidays, Summer Fridays, and a sabbatical (after 7 years of employment)
• Annual bonus
• Retirement plan + employer match
• Premium Medical and Dental coverage
• FSA + dependent care FSA
• Employer-paid life insurance
• Legal services plan
• Commuter Benefits, including CalTrain Go Pass Program
• 4-week paid maternity and paternity leave for new parents
• Stipend for home office and mobile phone
• If remote, frequent opportunities to visit our beautiful HQ in Palo Alto

WERE DYNAMIC

The Foundation is a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will evolve and grow in accordance with LPFCH's business needs and growth plans. More specifically, the incumbent may be required to perform additional and/or different responsibilities based on the future growth plans for the Foundation.

WE STRIVE TO EMBODY OUR CULTURAL TOUCHSTONES

Mission-first - We can never lose sight of why we exist and who we are here to serve.

Good of the whole - We share responsibility for overall results, think of whats best for the team and organization, and act as responsible stewards of resources.

Bold and bendy - Were unapologetically ambitious for our mission, creative, and take risks by trying new things.

Sweat the big stuff - Were clear on our priorities, calibrating effort and resources to audience and impact: the higher the return, the greater the investment.

Make it happen - Were focused on outcomes; only as much process as necessary to make good decisions and take action. Prepared with ideas and solutions for every challenge.

Community matters - We embrace diversity and practice inclusion.

WERE COMMITTED TO DIVERSITY, EQUITY, INCLUSION AND BELONGING

Our Foundation embraces all individuals and celebrates the unique differences each of us bring to our team and community. Our approach to fostering diversity, equity, inclusion, and belonging is rooted in our cultural touchstones and inherent in our work to encourage every employee to bring their best, most authentic self to work and to provide each of them the opportunity to achieve their full potential.

We envision a world where race, gender, resources, and other factors do not serve as barriers to attaining optimal health. We recognize that this vision requires the commitment and actions of everyone.

To support this goal, we pledge to:

• Conduct ourselves in a manner that garners trust and respect from others.
• Foster a welcoming and supportive environment for our team members and community.
• Acknowledge and appreciate the dignity, expertise, experiences, and contributions of each other.
• Approach others with an open mind, compassionate heart, actively listening to their perspectives.
• Foster effective teamwork and encourage collaboration amongst our team and constituents.

Apply online by submitting a cover letter and resume.

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