Event Management Specialist

2 weeks ago

Baltimore, Maryland, United States Johns Hopkins University Full time

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

Key Responsibilities

  • Under the guidance of the Senior Assistant Director, this position collaborates closely with the Assistant Director of Events, the marketing and communications team from the Office of Undergraduate Admissions, and various stakeholders to successfully implement event programming aligned with institutional objectives.

Core Duties Include

  • Overseeing all elements of planning and executing on-campus recruitment events, ensuring meticulous management of logistical details such as venue reservations, facility arrangements, catering, transportation, audiovisual needs, and other event-related logistics.
  • Coordinating additional fall and spring on-campus events aimed at prospective and admitted students, counselors, and other target audiences.
  • 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 effectively carry out events.
  • Acting as the manager-on-call for select events or programs, as determined in coordination with the Senior Assistant Director.
  • Supporting admissions counselors in program planning.
  • Cross-training with the visitor center team to assist with phone lines, front desk duties, and other daily events as required.
  • Managing space reservations and requests for 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 capabilities.
  • A strong attention to detail.
  • Flexibility and proactive problem-solving skills in both event logistics and staffing challenges.
  • The ability to manage complex relationships across departments and campus.
  • Comfort in collaborating and leading within the Office of Undergraduate Admissions.
  • A team-oriented mindset, eager to work within a marketing, communications, and events team to create and manage successful events.
  • An understanding of the impact of successful events on the overall success of the office.
  • A commitment to providing exceptional customer service.
  • A deep appreciation for the university and its mission.

Essential Knowledge, Skills, and Abilities

  • Strong interpersonal, organizational, and problem-solving skills.
  • Excellent verbal and written communication skills.
  • 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.
  • Prior experience in organizing large student-oriented events, such as Freshmen Orientation at a university of Johns Hopkins caliber, is strongly preferred.

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