SuccessFactors Recruiting: Sr. Events Coordinator

Johns Hopkins University•Peabody, MA

15h

About The Position

The Sr. Events Coordinator supports planning and execution of special events that strengthen engagement with donors, volunteers, alumni, students, parents, faculty, and staff of the Johns Hopkins Peabody Institute. Reporting to the Director of Development, the coordinator manages events of varying scale from initial planning through execution and post-event evaluation. The role works with Peabody leadership, Development and Alumni Relations, Marketing and Communications, and other departments to ensure events support departmental goals and suit their intended audiences. The coordinator oversees events, meetings, and other activities, and provides support for front-end planning and overall event coordination. The position coordinates onsite meetings, seminars, conferences, retreats, and events, including room layouts, facility setup, vendor and catering logistics, equipment, safety, signage, deliveries, parking, and invoices. It collaborates with Facilities, Security, IT, event organizers, vendors, and the Green Team, including efforts to create green, no-waste events. The coordinator also supports facility information and tours for Johns Hopkins affiliates and external users. For virtual and hybrid events, the coordinator manages reservations, project tasks, event run-of-show, virtual-event design, VIP event platforms, technical rehearsals, speaker briefings, host training, recordings, attendance tracking, and continuous improvement. The role maintains technical knowledge of Zoom Meetings and Zoom Webinar and collaborates with Marketing and Communications on event microsites, registration, and branding materials. Administrative work includes new-hire and visitor tours, reports, and invoices.

Requirements

High school diploma or graduation equivalent.
Five years of related experience.
Experience coordinating events in a higher education or comparable setting.
Must be at least 21 years of age due to alcohol service at some events.
Ability to navigate event venues and oversee indoor and outdoor onsite event logistics.
Occasionally lift and carry objects weighing 30 pounds or less.
Occasionally push and pull objects weighing 50 pounds or less.
Technical proficiency at the developing level in event catering, event planning, invoicing, project planning, site selection, timelines, vendor contracts, and vendor relationship management.

Nice To Haves

Bachelor’s degree.
Administrative experience in higher education.
Experience using 25Live/CollegeNet scheduling software.
Familiarity with Eventbrite, Social Tables, Bananatag, or related event platforms.
Detailed knowledge of Zoom Meetings and Zoom Webinars and ability to oversee technical components of hosting events on the Zoom platform.

Responsibilities

Support the front-end planning process and plan, organize, coordinate, and execute events of varying sizes from initial planning through post-event evaluation.
Work with leadership to understand departmental needs and tailor events accordingly.
Create event floor plans and room layouts, and supervise facility appearance and event setup.
Use Cvent Event Diagramming, 25Live, and/or other event-planning systems to share room layouts and enter reservations, AV equipment, and setup requirements.
Provide direct support for meetings, seminars, conferences, retreats, events, and activities throughout the facility.
Ensure policies and procedures are implemented and collaborate with Operations, Facilities, and Security to protect facility integrity and attendee comfort and safety.
Coordinate vendor logistics, including catering orders, event rentals, setup and cleanup, and certificates of insurance; identify preferred caterers and maintain preferred vendor lists.
Work with the Green Team to create green, no-waste events.
Submit loading dock requests for external vendors and guide organizers on guest-list submission requirements.
Coordinate porter coverage, possible event security, signage, crowd-control ropes, recycling and trash bins, ancillary items, and delivery of event materials and equipment as needed.
Coordinate with IT to identify and schedule event technical needs and collaborate with stakeholders to improve processes.
Provide facility information, tours, and space-rental pricing to Johns Hopkins affiliates and external users; concierge their event needs and coordinate parking passes as needed.
Prepare and process room-rental and parking invoices.
Ensure virtual and hybrid reservations are entered into 25Live; assign tasks and manage project progress.
Evaluate and sometimes develop detailed event run-of-show plans; consult with hosts on comprehensive virtual event design.
Manage virtual event platforms for VIP events and research virtual and hybrid event trends.
Maintain technical knowledge of Zoom Meetings and Zoom Webinar and keep current with updates and expected changes.
Collaborate with Marketing and Communications on event microsites or landing pages, registration needs, virtual backgrounds, and branding materials.
Share access to event recordings after events and conduct briefings with external guest speakers alongside event hosts.
Oversee event technology dry runs and rehearsals and train hosts on virtual and hybrid platforms, especially Zoom Meetings and Zoom Webinar.
Evaluate training processes and customer satisfaction, and update virtual and hybrid event best practices for continuous improvement.
Track event attendance and attrition rates.
Conduct new-hire and visitor tours of the facility, generate reports and invoices, and perform other duties as requested.