Special Events Assistant (Private Events)

The Johns Hopkins University; Baltimore (MD); On-site; USD 22,000 - 34,000; Full time

Job summary

The Johns Hopkins University in Baltimore, MD is seeking a Special Events Assistant to provide administrative and logistical support for university events, meetings, and related activities. This role requires hands-on event coordination, vendor oversight, and ensuring safety and policy compliance at Homewood Campus.

Typical duties include supervising setup, coordinating with catering staff, preparing final event reports, and serving as a liaison between security and guests.

Qualifications

• High school diploma or GED required.
• Six months of related experience; 21+ due to alcohol service.
• Additional education may substitute for experience as allowed by policy.

Responsibilities

• Oversee setup and movement of furniture and equipment.
• Supervise vendors and event staff during events.
• Coordinate final walkthrough with catering supervisor for departure times.
• Document event details and prepare final reports.
• Act as liaison between security staff and guests.
• Ensure adherence to university policies and safety standards.
• Other duties as assigned.

Skills

Event Catering - Awareness

Invoicing - Awareness

Project Planning - Awareness

Site Selection - Awareness

Timelines - Awareness

Vendor Contracts - Awareness

Education

High school diploma or GED

Job description

We are seeking a Special Events Assistant to provide administrative and logistical support for events, meetings, and other activities hosted by the university.

Specific Duties & Responsibilities

• Oversee and may assist with the setup and/or movement of furniture, equipment, etc.
• Oversee work of vendors (e.g., caterers, photographers, florists, lighting, DJs/musicians, cleaning crew, etc.) and student event staff during events.
• Determine when the caterer can leave the event by doing a final walk through with the catering supervisor on duty.
• Document event details during the event and complete a final event report at the close of the file and an event report at the conclusion of the event.
• Consult with supervisor or senior leader on issues or concerns requiring immediate attention during the event.
• Act as a liaison between the security staff and guests.
• Present well for any potential clients and visitors stopping by the event set-up.
• Ensure adherence to university policies and safety standards.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Six months of related experience. Due to alcohol service at some events, must be at least 21 years of age.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Technical Skills & Expected Level of Proficiency

• Event Catering - Awareness
• Invoicing - Awareness
• Project Planning - Awareness
• Site Selection - Awareness
• Timelines - Awareness
• Vendor Contracts - Awareness

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Specific Physical Requirements For The Job

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics

Classified Title: Events Assistant

Job Posting Title (Working Title): Special Events Assistant (Private Events)

Role/Level/Range: ATO 37.5/02/OC

Starting Salary Range: $16.10 - $25.90 HRLY ($20.50 targeted; Commensurate w/exp.)

Employee group: Casual / On Call

Schedule: Monday thru Sunday, varied hours

FLSA Status: Non-Exempt

Location: Homewood Campus

Department name: Private Events

Personnel area: Libraries