Sr. Events Planner (Special Events)

The Johns Hopkins University; Baltimore (MD); On-site; USD 55,000 - 97,000; Full time

Job summary

The Johns Hopkins University in Baltimore is seeking a Sr. Events Planner to independently conceptualize, implement, manage, and evaluate organizational events, including complex engagements with potential travel and heightened security.

The role upholds and enhances the JHU brand and serves as a resource to managers and staff. Responsibilities include budgeting, contract management, venue selection, vendor relations, and collaboration with Marketing & Communications to promote events and

Qualifications

• Bachelor's degree required.
• Four years of related experience required.
• Experience coordinating events in higher education or similar settings.
• Ability to work occasional evenings and weekends.
• Additional education may substitute for required experience per the JHU equivalency formula.

Responsibilities

• Plan and execute mid-size to large and complex events with broad internal/external impact.
• Develop and manage event budgets; commit funds and contracts.
• Create procedures and protocols for events and space usage.
• Coordinate vendor contracts and manage outside relationships.
• Collaborate with leadership to develop annual event calendar.
• Provide day-of support and prepare staff for events as needed.
• Ensure accessibility and inclusivity of event experiences.

Skills

Budgeting

Event Planning

Guest Relations

Invoicing

Menu Planning

Public Relations

Vendor Management

Vendor Relationship Management

Education

Bachelor's Degree

Tools

Social Tables

InitLive

Formstack

Eventbrite

Cvent

Boomset

Job description

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,
• Develop the theme, style, and language for communications, including invitations or event promotion.
• Provide information to determine appropriate venue for various events.
• Work closely with the appropriate leader or appointed contact, on the style, flow, and layout of each event.
• Create and maintain projects schedules.
• Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g., dietary needs and other needs lists)
• Coordinate all arrangements e.g., catering, rentals, custodial services for set-up and clean-up, flowers, etc.
• Manage and work within a budget that is determined at the beginning of each fiscal year.
• Create event briefing for leadership as needed.
• Manage outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
• Maintain proper inventory of event supplies
• 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)

Technical Qualifications Or Specialized Certifications

• 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

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

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