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Event Management Specialist

2 months ago

Baltimore, Maryland, United States Johns Hopkins University Full time

We are looking for a Special Events Coordinator to assist the Senior Assistant Director of On-Campus Recruitment and the Assistant Director of Events in organizing various event programs both on and off campus. This role is crucial in managing the logistical aspects of events throughout the year for prospective and admitted students, as well as for the counselor community.

Key Responsibilities

  • Collaborate closely with the Senior Assistant Director of On-Campus Recruitment and the Assistant Director of Events, as well as with the marketing and communications team from the Office of Undergraduate Admissions, to facilitate event programming aligned with institutional objectives.

Primary Duties Include

  • Overseeing all facets of planning and executing on-campus recruitment events, ensuring meticulous management of logistical details such as venue reservations, layout designs, catering, transportation, audiovisual needs, and other event-related logistics.
  • Coordinating additional on-campus events during the fall and spring semesters for prospective and admitted students, counselors, and other stakeholders.
  • Building and maintaining relationships with campus partners involved in event execution, including but not limited to parking, facilities, catering, housing, dining, security, special events, custodial services, electrical, grounds, sustainability, recycling, and audiovisual support.
  • Managing receipts for budgetary purposes.
  • Anticipating and addressing needs for day-of event execution, ensuring all team members have the necessary materials and training to successfully carry out events.
  • Acting as the manager-on-call for select events or programs, as determined in collaboration with the Senior Assistant Director of On-Campus Recruitment.
  • Assisting admissions counselors in the planning of various programs.
  • Cross-training with the visitor center team to provide support for phone lines, front desk operations, and other daily events as required.
  • Managing space reservations and requests related to Mason Hall.
  • Overseeing inbox management for relevant programs.
  • Facilitating communication with prospective and admitted students regarding events and programming.
  • Collaborating with the Senior Visitor Center Coordinator to secure spaces for daily programming.
  • Performing other duties as assigned.

The ideal candidate will possess

  • Creative and strategic thinking abilities.
  • A calm demeanor under pressure.
  • Forward-thinking skills.
  • A strong attention to detail.
  • Flexibility and proactive problem-solving capabilities in both event logistics and staffing issues.
  • The ability to manage complex relationships in a dynamic environment across various departments.
  • Comfort in collaborating and leading team members across the Office of Undergraduate Admissions.
  • A team-oriented mindset with enthusiasm for working within a marketing, communications, and events team to create and manage successful events.
  • An understanding of the impact successful events have on the overall success of the office.
  • A commitment to providing exceptional customer service.
  • A deep care for the university and its mission.

Essential Knowledge, Skills, and Abilities

  • Strong interpersonal, organizational, and problem-solving skills.
  • Excellent verbal and written communication abilities.
  • Meticulous attention to detail.
  • Willingness to travel occasionally.
  • Availability for some weekend and evening hours.

Physical Requirements

  • Ability to stand for extended periods and lift boxes weighing up to 25 pounds.

Minimum Qualifications

  • High School Diploma or equivalent.
  • Three years of relevant experience.
  • Additional education may substitute for experience as permitted by the JHU equivalency formula.

Preferred Qualifications

  • A Bachelor's Degree is strongly preferred.
  • Experience with CRM and project management software is preferred.
  • Previous experience in organizing large student-oriented events, such as Freshmen Orientation at a university of Johns Hopkins caliber, is strongly preferred.