Classified Title: Events Planner
Salary: $42,256 - $58,041
Location: Mount Washington Campus
Resume Required for Application: Yes
Area of Interest: Administrative
Contact: Central Talent Acquisition Office: 443-997-5100
The Events Manager’s role is to plan and execute key CTY events from awards ceremonies to professional development conferences for educators to informational open houses at schools across the country and the world. The Events Manager 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 need to have an overall understanding of each event’s focus and strategic goal, as well as the ability to navigate the business functions of event management, such as coordinating with JHU purchasing and financial tracking. The events manager is a highly detail oriented and collaborative project manager who is comfortable taking the lead as well as providing behind-the-scenes guidance to academic program managers and planners.
Essential Duties and Responsibilities:
- Responsible for managing and supporting hundreds of events that directly and indirectly generate up to $2.5 million in revenue for CTY.
- Directly responsible for the RFP, selection and implementation of events management software solution for CTY.
- Events management software administration and ongoing support for all end users throughout CTY.
- Develop policies and procedures for training materials, serve as subject matter expert, and facilitate training for all users of events management software in the company.
- Compose and implement policies for event planning best practices.
- Create, coordinate, and disseminate event marketing communications via email, web, and print to internal and external audiences
- Authors and conducts pre- and post-event evaluations/surveys and report outcomes
- Work directly with event registrants on challenges that arise
- Lead all coordination and execution for all award ceremonies annually, both internationally and nationally.
- Direct oversight at events for over 15,000 US and international attendees.
- Manage budget of approximately $300,000 annually for all events.
- 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
- Exercises considerable independent judgment in allocating time and budget resources to achieve event outcomes
- Develops work plans, timelines, and budgets for events
- Oversees the content development of event communication materials, including emails, social media promotions, registration landing pages, and more; ensures brand compliance
- Negotiates contracts with vendors and coordinates with Johns Hopkins purchasing and adheres to its requirements and best practices
- Manage sponsorship contract approvals
- Provides onsite support, leadership and troubleshooting during events as needed
- Domestic and international travel is required
- Other duties as assigned.
This position may have indirect supervisory responsibility for support staff, including communications and on site event coordinators. Possibility for direct supervisory responsibility for event support staff.
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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Special Knowledge, Skills, and Abilities:
- 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.
- Expertise with event and meeting planning principles and best practices.
- Contract management and negotiations.
- Experience with events management software.
- Proven track record with critical thinking and problem solving abilities
- 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 mornings, evenings and weekend hours as necessary.
- Ability to sit in a normal seated position for extended periods of time;
- Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery;
- The incumbent will be required to communicate regularly via telephone and face to face with internal and external customers and must be able to exchange accurate and timely information in these settings;
- 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.
- Applicants must be authorized to work in the US and based in the US.
- 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.
NOTE: 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 443-997-5100. For TTY users, call via Maryland Relay or dial 711.