Events and Conference Specialist

2 weeks ago


Baltimore, Maryland, United States The Johns Hopkins University Full time
Position Overview:
As a vital member of the team, the Events and Conference Specialist is responsible for the comprehensive planning, organization, and execution of various events, ranging from intimate gatherings to large-scale conferences. This role involves collaboration with both internal and external partners throughout the entire event planning lifecycle to support international conferences, events, and exhibitions.

Key Responsibilities:
  • Event Planning:
    Provide assistance to internal stakeholders in the design, development, execution, and assessment of events, conferences, and exhibitions.
  • Manage registration and attendance tracking for event participants.
  • Monitor and manage budgetary expenditures.
  • Coordinate travel and visa arrangements for international attendees.
  • Oversee logistics for events, including travel, venue selection, meeting spaces, audiovisual requirements, catering, signage, and event agendas.
  • Offer recommendations for improvements in event planning processes.
  • Assist in the preparation of Requests for Proposals (RFPs) in accordance with established organizational standards.
  • Support the recruitment of volunteer staff for events and conferences.
  • Confirm and secure speakers, presenters, and volunteers.
  • Collect and analyze data on events to measure success.
  • Establish new vendor relationships and manage vendor resources.
  • Ensure timely processing of invoices related to event activities.

Communication:
Assist in crafting event communications, disseminating relevant information, and editing communication materials.

Qualifications:
  • Previous experience in planning and executing global events.
  • Strong verbal and written communication skills, along with excellent organizational and problem-solving abilities.
  • Ability to manage multiple priorities in a dynamic environment.
  • Detail-oriented with strong multitasking capabilities.
  • Proficient in Microsoft Office Suite and familiar with various audio-visual equipment.
  • Understanding of diverse populations and international travel requirements.

Education and Experience:
High School Diploma or equivalent with a minimum of five years of relevant experience. Additional education may substitute for experience as per organizational guidelines.

Preferred Qualifications:
Proficiency in a second language is advantageous.

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