Sr. Events Planner (Special Events)

About the role

We are seeking a Senior 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 and serves as a resource to managers and employees in the organization.

Responsibilities

• Plan and execute mid-size to large and complex divisional, departmental, or 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.
• Work with organizational leadership to plan and orchestrate events on campus and at outside venues, including:
  • Developing the theme, style, and language for communications, including invitations or event promotion.
  • Providing information to determine the appropriate venue for various events.
  • Working closely with leadership or appointed contacts on the style, flow, and layout of each event.
  • Creating and maintaining project schedules.
  • Ensuring timelines are met, including accuracy of invitations, RSVP lists, programs, and all related details (e.g., dietary needs and other requirements).
• Coordinate all event arrangements, such as catering, rentals, custodial services, flowers, etc.
• Manage and work within a predetermined annual budget.
• Create event briefings 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 the 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, including preparation of promotional and day-of materials (e.g., 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, and managing guest lists.
• Provide day-of support for events and/or 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.
• Stay current on industry software (e.g., Social Tables, InitLive, Formstack, Eventbrite, Cvent, Boomset) to improve event planning processes; train colleagues and stakeholders on these platforms.
• Use software such as Teams, Zoom, and IBM Player to facilitate virtual events, including live-streaming programming, podcasts, and other externally facing broadcasts.
• Requires occasional evening and weekend hours as needed.

Requirements

• Bachelor’s Degree.
• Four years of related experience.
• Experience in coordinating events in a higher education or comparable setting.
• Ability to work occasional evening 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.
• Certified Meeting Professional (CMP) through the Convention Industry Council (CIC).

Skills

• 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.

Pay

Starting salary range: $55,145 - $96,760 annually (targeted salary: $75,955; commensurate with experience).

Schedule

Monday - Friday, 8:30 AM - 5:00 PM (occasional evening hours and weekends).