The Office of the President is seeking an Events Planner.
Specific Duties & Responsibilities:
Presidential Events (50%)
Work with Managers, President and President's spouse to plan and execute all Presidential events at Nichols House and outside venues.
This includes, but is not limited to:
- Developing the theme, style, and language for invitations
- Provide information to determine appropriate venue for various events
- Working closely with the Managers, President and President's spouse 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 (such as dietary needs and other needs lists)
- Coordinating all arrangements such as catering, rentals, custodial services for set-ups and clean-up, flowers, and manage/oversee each event
- Managing and working within a budget that is determined at the beginning of each new fiscal year
- Create event briefing for each event for the President, the President's spouse, his staff and other various principals as needed
- Manage all outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
- Maintain proper inventory of event supplies for Nichols House
- Manage and approve invoices and expenses input into SAP
Board of Trustee Events (25%)
Work with Secretary of the Board of Trustees and the Board of Trustees Office Staff to plan and execute catering and event logistics for board meetings. This includes, but is not limited to:
- Coordinate creation of event invitations and meeting materials with designer
- Assist with event logistics, including researching and recommending spaces, locations and availability, coordinating reservations and rentals needed, liaising with caterers, recommending menus, tracking event RSVPs and dietary restrictions, proposing seating arrangements, creating table/tent cards and nametags, and coordinating AV needs, including requesting outside assistance when required
- Draft event briefing for President, Board Chair, and Speakers/Special Guests
- Maintain inventory of event-related supplies for Board Office
- Manage and pay event-related invoices and expenses
- Assist onsite with events, including staffing welcome table/check-in, coordinating parking/transportation, and other duties as needed
- Ensure board meeting rooms are set up in advance of events; start Zoom meetings, print and distribute meeting materials; set out name tents and materials as needed
- Coordinate the arrangement of on campus board meeting rooms with facilities and host Board Events Team meeting once a quarter with representatives from Johns Hopkins offices involved in Board meeting preparation (HVAC, AV, Parking, IT, Facilities, Events, Transportation, etc.)
Development and Alumni Relations Events (25%)
Work with Director of Special Events on University and divisional events.
This includes but is not limited to:
- Event logistics and coordination including researching and recommending space options, locations and availability
- Coordinating transportation and parking
- Request catering RFP's and coordinate menu planning
- Consults with other offices to ensure the JHU expected quality of every event
- Assists with development events including staff events and conferences
Minimum Qualifications (Mandatory):
- Bachelor's and 2 years progressively responsible related experience in event planning
- Additional education may substitute for experience as permitted by 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.
- Executive-level event planning experience preferred
Special Knowledge, Skills & Abilities:
- Superior customer service skills, team work and attention to detail
- Excellent written and oral communication
- Ability to interact with the President, immediate family, and senior university leaders and staff
- Ability to set goals and priorities and work well under pressure to meet deadlines
- Excellent organizational and analytical skills
- Sound judgment, discretion and confidentiality
- Ability to ensure a high degree of accuracy and flexibility in a fast-paced environment
- Ability to work independently while functioning as a part of a coordinated team
- Ability to handle multiple events and priorities in a calm and professional manner
- Proficiency in Microsoft Outlook and related office technologies
Classified Title: Events Planner
Role/Level/Range: ATP/03/PB
Starting Salary Range: Commensurate with Experience
Employee group: Full Time
Schedule: M-F 8:30 - 5:00
Exempt Status: Exempt
Location: Homewood Campus
Department name: President Office of
Personnel area: University Administration
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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
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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