Senior Events Management Specialist

2 weeks ago

Baltimore, Maryland, United States The Johns Hopkins University Full time

Position Overview:
The Data Science and AI Institute at Johns Hopkins University is seeking a seasoned Senior Events Management Specialist to enhance our event planning and execution capabilities. This role is pivotal in promoting the institute's initiatives and ensuring successful engagement with various stakeholders.

Key Responsibilities:
As a Senior Events Management Specialist, you will be tasked with:

  • Event Strategy Development: Formulate and execute a detailed event strategy that aligns with the institute's objectives, incorporating virtual event formats as needed.
  • Logistical Oversight: Manage all facets of event logistics, including venue selection, catering arrangements, technical needs, and vendor partnerships.
  • High-Profile Event Coordination: Organize and support significant events such as academic conferences, guest speaker series, and orientation sessions.
  • Space Management: Oversee scheduling and resource allocation within the event management system to optimize facility usage.
  • Vendor Collaboration: Work closely with external vendors, ensuring compliance with regulations and smooth event operations.
  • Safety and Security: Coordinate with facility operations to guarantee the safety and comfort of all event participants.
  • Technical Coordination: Identify and manage technical requirements for events, collaborating with IT as necessary.
  • Documentation Maintenance: Keep accurate records of event layouts, floor plans, and capacity limits.

Administrative Duties:
In addition to event management, you will also be responsible for:

  • Database Management: Develop and maintain an event management database for scheduling, approvals, and reporting.
  • Reporting and Analytics: Generate comprehensive reports related to event activities.
  • Vendor Resource Development: Create and update a preferred vendor list for catering and event services.
  • Financial Management: Process invoices and manage budgets related to event expenditures.

Additional Responsibilities:
Assist in formulating event-related policies, support website updates regarding events, and undertake other tasks as directed by leadership.

Qualifications:
To be successful in this role, candidates should possess:

  • Strong organizational skills and attention to detail.
  • Ability to manage multiple priorities and meet deadlines.
  • Excellent communication skills, both written and verbal.
  • Proficiency in computer applications such as Excel, Access, Word, and PowerPoint.
  • Experience in event management systems.
  • Physical capability to lift up to 25 lbs and endure extended periods of standing or sitting during events.

Education and Experience:
A minimum of a high school diploma is required, along with five years of relevant experience. Additional education may substitute for experience as per the university's equivalency formula.

Preferred Qualifications:
Five years of progressively responsible experience in event management, familiarity with SAP and scheduling software, and knowledge of database and design software are preferred.

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