Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.
We are seeking a Sr. Events Planner who will independently conceptualize, implement, manage, and evaluate organizational events. These events may involve complex aspects including international travel, foreign dignitaries or political figures, with potentially enhanced security needs. This position represents, upholds and enhances the JHU brand. This role serves as a resource to managers and employees in the organization.
Specific Duties & Responsibilities
- Plan and execute mid-size to large and complex divisional/departmental/organizational events with broad-reaching internal and external impact.
- Develop and manage event budgets, commit funds, and enter into and finalize event contracts.
- Develop procedures and protocols for events and use of space.
- Identify policy improvements and make effective recommendations related to event planning.
- Work with organizational leadership to plan and orchestrate events on campus and at outside venues. This includes, but is not limited to,
o Develop the theme, style, and language for communications, including invitations or event promotion.
o Provide information to determine appropriate venue for various events.
o Work closely with the appropriate leader or appointed contact, on the style, flow, and layout of each event.
o Create and maintain projects schedules.
o Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g., dietary needs and other needs lists)
o Coordinate all arrangements e.g., catering, rentals, custodial services for set-up and clean-up, flowers, etc.
o Manage and work within a budget that is determined at the beginning of each fiscal year.
o Create event briefing for leadership as needed.
o Manage outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
o Maintain proper inventory of event supplies
o Manage and approve invoices and expenses in financial system.
- Collaborate with leadership to develop an annual calendar of events.
- Collaborate with Marketing & Communications on design and implementation of marketing plans for events and preparation of promotional and day-of materials, including invitations, email communication, social media posts, and collateral.
- Work with leadership to conceptualize events, including setting goals and target audiences, recruiting and prepping speakers, collaborating with partner organizations, developing agendas, managing guest lists, etc.
- Provide day-of support for events, and/or support and prepare other staff to manage events where appropriate.
- Manage relationships with vendors, hotels, venues, and external organizations as needed.
- Create event experiences that are inclusive and accessible.
- Prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners.
- Requires occasional evening hours and weekend hours as needed.
Digital Events & Production
- Stay current on industry software, e.g. Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
- Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
- Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
- Other duties as assigned.
Minimum Qualifications
- Bachelor's Degree.
- Four years of related experience.
- Experience in coordinating events in a higher education or comparable setting.
- Ability to work occasional evening hours and weekend hours.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Experience running large events such as conferences, peer learning networks, symposiums, and national events in higher education or other fields.
- Experience in technical production for large-scale events.
- CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)
- CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)
Technical Skills and Expected Level of Proficiency
- Budgeting - Intermediate
- Event Planning - Intermediate
- Guest Relations - Intermediate
- Invoicing - Intermediate
- Menu Planning - Intermediate
- Public Relations - Intermediate
- Vendor Management - Intermediate
- Vendor Relationship Management - Intermediate
Classified Title: Sr. Events Planner
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually
($75,955 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00 (occasional
evening hours and weekends))
FLSA Status: Exempt
Location: School of Nursing
Department name: Special Events
Personnel area: School of Nursing
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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