The Events Planner role is to plan and execute key CTY events from award ceremonies to professional development conferences for educators to informational open houses at schools and select venues across the country and the world. The Events Planner facilitates all aspects of planning, including site selection, vendor negotiation, registration, pre- and post-event communications, budget management, and onsite staffing. The person in this position will work with internal clients to have an overall understanding of each event’s focus and strategic goals. The Events Planner will navigate the business functions of event management, such as coordinating with JHU purchasing and attendance tracking. The Events Planner is a highly detail oriented and collaborative project manager who is comfortable taking the lead, as well as providing behind-the-scenes guidance.
Responsible for managing and supporting high profile and large-scale events that are mission-aligned and that directly and indirectly generate revenue for CTY.
Consult with internal clients to establish an event’s strategic direction, facilitate problem-solving, and execute event goals, such as event themes, locations, and agendas.
Exercise considerable independent judgment in allocating time and budget resources to achieve event outcomes.
Develop work plans, timelines, and budgets for events.
Author and conduct pre- and post-event evaluations/surveys and reports outcomes.
Work directly with event attendees on challenges that arise.
Provide onsite support, leadership and troubleshooting during events.
Manage budget for all events.
Project manage the development of event communication materials, including emails, social media promotions, registration landing pages, and more.
Negotiate contracts with vendors and coordinates with Johns Hopkins purchasing and adheres to its requirements and best practices.
Manage sponsorship contract approvals, as well as onsite activities.
Lead coordination and execution for all award ceremonies annually, both internationally and nationally.
Compose and implement policies for event planning best practices.
Events management software selection and implementation, as well as ongoing administration.
Develop policies and procedures for training materials, serve as subject matter expert, and facilitate training for all users of events management software in the organization.
Domestic and international travel may be required.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Bachelor’s degree in marketing, communications, or related field.
Two years of related work experience required, five years of relevant work experience preferred.
Additional education may substitute for some experience per the JHU equivalency formula. JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience.
Expertise with event and meeting planning principles and best practices.
Extensive experience in event planning and execution, contract management and negotiations.
Experience with events management software.
Required Special Skills and Knowledge:
Excellent oral, written and interpersonal communication skills, including proofing and editing.
Ability to manage high volume of work and multiple priorities; strong presentations skills.
Ability to generally work independently as well as part of a team.
Leadership skills to effectively manage project staff with and without reporting relationships.
Proven track record with critical thinking and problem solving abilities.
Technical Qualifications or Specialized Certification:
Proficient with Microsoft Office Suite (Word, Excel, Access; etc.).
Familiar with audio visual equipment and troubleshooting.
Physical Requirements for the Job:
This position requires approximately 50% travel and the ability to work early morning, evenings and weekend hours as necessary.
Ability to sit in a normal seated position for extended periods of time
Occasional movement about the office to access file cabinets, office machinery, various workstations, etc. including movement from floor to floor using elevators and stairs.
Constantly operates a computer and other office productivity machinery, such as a copy machine and printer. Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery
Frequent communication with internal and external customers and must be able to exchange accurate information in these situations verbally and in writing.
Position also requires a degree of mobility common to working in an office environment; bending, kneeling or standing during events and presentations may be required.
This position may have indirect supervisory responsibility for support staff, including communications and on site event coordinators.
Applicants must be authorized to work in the US, and must either live in the US or another area in which JHU has a business entity.
All employees participating in or serving children in University programs must participate in mandatory Child Abuse Prevention online training on the appropriate conduct around children, protecting children from abuse and neglect, and reporting of known or suspected child abuse and neglect.
Classified Title: Events Planner Working Title: Events Planner Role/Level/Range: ATP/03/PB Starting Salary Range: $43,530 - $59,795 annually Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Exempt Location: 02-MD:Mount Washington Campus Department name: 10000091-Communications and Marketing Personnel area: Academic and Business Centers
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 email@example.com. 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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