Events Planner

We are seeking an Events Planner who will conceptualize, implement, manage, and evaluate complex events and programs in collaboration with appropriate leadership. This role will provide non-standard, non-routine event expertise and utilize extensive knowledge about the division, department and/or center in the design and management of events.

Specific Duties & Responsibilities

• Work with divisional/departmental/center leadership to plan and facilitate events on campus and at outside venues. This may include, but is not limited to,
  • Develop the theme, style, and language for communications, including invitations or event promotion.
  • Provide information to determine appropriate venue for various events.
  • Work closely with the appointed contact, on the style, flow, and layout of each event.
  • Create and maintain project schedules.
  • Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g. dietary needs and other needs lists)
  • Coordinate all arrangements such as catering, rentals, custodial services for set-ups and clean-up, flowers.
  • Work within the budget determined for the fiscal year.
  • Create event briefings for each leadership contact as needed.
  • May manage all outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc. to support in-person and virtual events.
  • Maintain proper inventory of event supplies.
  • May manage and approve invoices and expenses using Hopkins systems.
• Collaborate with divisional/departmental/center leadership to develop an annual calendar of events.
• May collaborate with Marketing & Communications on design and implementation of marketing plans for events and preparation of promotional and day-of materials, including invitations, email communication, social media posts, and collateral.
• Work with leadership to conceptualize events, including setting goals and target audiences, recruiting and preparing speakers, collaborating with partner organizations, developing agendas, managing guest lists, etc.
• Provide day-of support for events, and/or support and prepare other staff to manage events as appropriate.
• Manage or assist in the management of relationships with vendors, hotels, venues, and external organizations.
• Create event experiences that are inclusive and accessible.
• May prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners.

Digital Events & Production

• Stay current on industry software, e.g. Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
• Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
• Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
• Other duties as assigned.

In Addition to the Duties Listed Above

The Johns Hopkins Institute for Planetary Health (JHIPH) is a leading organization at the forefront of Planetary Health, a new, rapidly growing global field and social movement focused on understanding the human health impacts of our disruption and transformation of Earth's natural systems and the solutions necessary to address these challenges. Never before has humanity's footprint on the natural world been so large or so threatening to human health and well-being.

The JHIPH mission is to catalyze scholarship and practice of Planetary Health across the University; bring together a cohesive community of practice; and establish JHU as a global leader in addressing the global health and humanitarian dimensions of the Earth crisis. JHIPH also collaborates with the Planetary Health Aliance (PHA) which is a growing global consortium of over 535 institutions in more than 80 countries, and 35,000+ individuals, advancing Planetary Health understanding by convening experts; creating, gathering, and distributing educational materials; and curating, synthesizing, and disseminating evidence to inform and activate the Planetary Health community and broader society.

JHIPH is seeking a detail-oriented and motivated Events Planner to support the JHIPH and PHA growing teams in building a transdisciplinary community dedicated to advancing the field of Planetary Health through the University and beyond. The Events Planner will work in close collaboration with Program Personnel, Faculty, Executive Director and other staff in both JHIPH and PHA to strategize, plan, and execute events (e.g. large dinners, symposia, and other convenings) which will build community, create identity, and mobilize action. The Events Planner will officially report to the JHIPH Sr. Administrative Manager and,

• Ensure events are tailored to the needs of specific audiences (e.g. JHU faculty, JHU students, and/or external guests and partners).
• Must collaborate closely with the Communications team on event dissemination and marketing.
• Must collaborate closely with Program staff across the Department, Institute and the Alliance on program-specific events and convenings, providing either support or leadership of those events, as needed.
• Must collaborate when needed with the Director of Leadership Giving for events that are intended to engage donors and advance the development portfolio.

Physical Requirements:

• Occasionally lifting and carrying objects weighing 30 lbs. or less
• Occasionally pushing and pulling objects weighing 50 lbs. or less

Please include a cover letter describing your interest and qualifications for this position.

This position may require infrequent travel and may require shifting working hours to accommodate evenings and weekend events.

Minimum Qualifications

• Bachelor's Degree.
• Two years of related experience.
• Experience in coordinating events in a higher education or comparable setting.
• Ability to work occasional evening and weekend hours, with some travel.
• Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula beyond a high school diploma/ graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience running complex and large events such as conferences, peer learning networks, and symposiums.
• CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)
• Excellent interpersonal skills, including relationship building, stakeholder management, and engagement with individuals and organizations from cultures locally and around the globe.
• Knowledge and/or demonstrated experience or interest in the area of global environmental change and public health, as it relates to Planetary Health.

Technical Qualifications or Specialized Certifications

• CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)

Technical Skills and Expected Level of Proficiency

• Budgeting - Developing
• Event Planning - Developing
• Guest Relations - Developing
• Invoicing - Developing
• Menu Planning - Developing
• Public Relations - Developing
• Vendor Management - Developing
• Vendor Relationship Management - Developing

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Events Planner
Role/Level/Range: ATP/03/PB
Starting Salary Range: $46,200 - $80,800 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday: 9:00am - 5:00pm
FLSA Status: Exempt
Location: Hybrid/School of Public Health
Department name: Institute for Planetary Health
Personnel area: School of Public Health