Events Planner

Company: Johns Hopkins University
Location: Baltimore
Posted on: November 23, 2021

Job Description:

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

Job Requirements:
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

Keywords: Johns Hopkins University, Baltimore , Events Planner, Other , Baltimore, Maryland