Event Coordination Specialist

2 weeks ago

Washington, United States Johns Hopkins University Full time
Position Overview

Johns Hopkins Carey Business School is in search of an Event Coordination Specialist. This role is pivotal in facilitating all academic and programmatic gatherings, meetings, conferences, and special occasions for both internal and external clients.

The Event Coordination Specialist will manage all scheduling and resource allocation through the event management system to ensure optimal use of facilities and prevent scheduling conflicts.

This individual is expected to perform their duties with a high degree of autonomy and may provide guidance to other team members.

Key Responsibilities
Event Management (60%)

Ensure that both scheduled and spontaneous events are meticulously organized and executed, taking into account spatial, logistical, and aesthetic requirements.

Demonstrate proficiency in planning and supporting events across various formats (virtual, in-person, hybrid).

Lead the event planning process, including space management, catering coordination, and effective communication with clients.

Support high-profile events such as academic conferences, speaker series, and orientations.

Oversee all space rental requests and fulfillment, generating revenue opportunities for the institution.

Coordinate data validation and integration within the event management system, along with regular reporting and analytics.

Manage the collaboration with internal service departments and external vendors to ensure seamless event execution.

Develop and implement a comprehensive strategy for virtual events, managing platforms for significant gatherings.

Ensure compliance with all vendor insurance and licensing requirements.

Work closely with facility operations to maintain safety and comfort for all attendees.

Serve as the primary contact for vendor deliveries and coordinate technical needs with IT.

Oversee event layouts and capacity requirements.

System Administration (30%)

Provide support for meetings, seminars, and activities across both facilities using the event management system.

Generate reports and analyses to inform event planning.

Facilitate regular planning meetings with service providers and event hosts to ensure compliance with requirements.

Maintain a preferred vendor list for catering and other services.

Manage inventory of shared event resources.

Conduct post-event evaluations to drive improvements.

Special Projects and Additional Duties (10%)

Assist leadership in developing and maintaining event planning policies.

Update event planning resources and reference materials.

Perform other duties as assigned.

Qualifications

High School Diploma or equivalent required, with five years of relevant experience.

Preferred qualifications include three or more years in event management and familiarity with scheduling software.

Strong communication skills and the ability to manage multiple priorities are essential.

Knowledge of Microsoft Office and event management systems is required.

Physical requirements include the ability to lift up to 25 lbs and to remain active during events.

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