Sr. Events Coordinator

Johns Hopkins University•Baltimore, MD

14h•$42,510 - $73,710•Onsite

About The Position

The Senior Events Coordinator is responsible for supporting the 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, this role helps to manage events of varying scale from initial planning through execution and post-event evaluation. Working closely with Peabody leadership, Development and Alumni Relations, Marketing and Communications, and other departments, the Sr. Events Coordinator ensures that each event supports departmental goals and is tailored to the needs and interests of its intended audience. The successful candidate will be proactive, highly organized, and able to exercise sound judgment while building strong, collaborative relationships across the organization.

Requirements

High school diploma or graduation equivalent.
Five years of related experience.
Experience in coordinating events in a higher education or comparable setting.
Must be at least 21 years of age.
Familiarity with Eventbrite, Social Tables and Bananatag or other related event platforms.
Detailed knowledge of Zoom Meetings & Zoom Webinars with ability to oversee technical components of hosting events in the Zoom platform.
Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics.
Occasionally lifting and carrying objects weighing 30 lbs. or less.
Occasionally pushing and pulling objects weighing 50 lbs. or less.

Nice To Haves

Bachelor’s degree.
Administrative experience in higher education.
Experience using 25 Live/College Net scheduling software.

Responsibilities

Overseeing events, meetings and other activities.
Supporting the front-end meeting and event planning process.
Planning, organizing and executing events.
Overall coordination of small to large scale events.
Working with leadership to understand departmental needs and tailor events accordingly.
Creating event floor plan and room layout and supervising the execution of the physical appearance of the facility and the set-up.
Utilizing Cvent Event Diagramming, 25Live and/or other event planning system to share custom room layouts, enter room reservations, AV equipment and room setup.
Providing direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
Ensuring proper implementation of policies and procedures.
Proactively collaborating with the operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at all meetings and events.
Collaborating with event organizers to manage logistics with vendors, including catering orders, event rentals, catering setup and clean up and certificate of insurances to ensure adherence to event space policies and guidelines.
Identification of preferred vendors for catering.
Working collaboratively with the Green Team to create green, “no-waste” events.
Maintaining preferred vendor list for departmental and student use.
Submitting Loading Dock Requests for external vendors.
Providing guidance and direct event organizers on how and when to submit guest lists to the appropriate event space contacts.
Working with security to identify day-of event security needs.
Collaborating with Facilities leadership or staff to ensure porter coverage for events.
Providing event signage, crowd control ropes, recycling and trash bins, ancillary items, as determined by event guidelines.
Coordinating and managing deliveries of required materials and equipment for events.
Coordinating with IT to identify technical needs for event and schedule accordingly.
Collaborating with stakeholders and IT to drive continuous improvement.
Coordinating with Johns Hopkin affiliates and external users to provide facility information, tours and pricing on space rental and concierge their event needs.
Coordinating parking passes.
Preparing and processing room rental and parking invoices.
Ensuring virtual and hybrid event reservations are consistently entered into 25Live.
Assigning tasks & managing progress as project manager.
Evaluating, and in some instances, developing detailed event run-of-show.
Consulting with event hosts to implement comprehensive virtual event design strategy.
Managing virtual event platform for VIP events.
Researching current virtual and hybrid event trends.
Maintaining technical knowledge of Zoom Meetings and Zoom Webinar, remaining up to date on current updates and expected changes.
Collaborating with Marketing & Communications to design event microsite and/or landing page, accounting for event templates and registration needs, virtual backgrounds, and other branding materials.
Sharing access to virtual event recordings post-event.
Conducting briefings with external guest speakers in partnership with event host.
Overseeing event tech dry run/rehearsal with event host.
Training event hosts on proper use of virtual and hybrid event platform, with primary focus on Zoom Meetings and Zoom Webinar.
Evaluating training process and customer satisfaction.
Updating best practices for virtual and hybrid events for continuous improvement.
Tracking event attendance and attrition rates.
Conducting new hire tours and visitor tours of the facility.
Generating reports and invoices.
Performing other duties as requested.