The Johns Hopkins University
Sr. Events Planner (Special Events)
The Johns Hopkins University, Baltimore, Maryland, United States, 21276
About the Role
We are seeking a
Sr. Events Planner
who will independently conceptualize, implement, manage, and evaluate organizational events. These events may involve complex aspects, including international travel, foreign dignitaries or political figures, with potentially enhanced security needs. This position represents, upholds, and enhances the JHU brand. The role serves as a resource to managers and employees across the organization. Specific Duties & Responsibilities
Plan and execute mid‑size to large and complex divisional/departmental/organizational events with broad‑reaching internal and external impact. Develop and manage event budgets, commit funds, and finalize event contracts. Develop procedures and protocols for events and use of space. Identify policy improvements and provide effective recommendations related to event planning. Work with organizational leadership to plan and orchestrate events on campus and at outside venues, including defining theme, style, and communication language. Provide information to determine appropriate venue for various events. Work closely with appropriate leaders on style, flow, and layout of each event. Create and maintain project schedules. Ensure timelines are met, ensuring accuracy of invitations, RSVP lists, programs, and related details (e.g., dietary needs). Coordinate all arrangements (catering, rentals, custodial services, flowers, etc.). Manage and work within a budget set at the beginning of each fiscal year. Create event briefing for leadership as needed. Manage outside contracts with vendors (event companies, caterers, florists, printers, transportation companies, etc.). Maintain proper inventory of event supplies. Manage and approve invoices and expenses in the financial system. Collaborate with leadership to develop an annual calendar of events. Collaborate with Marketing & Communications to design and implement marketing plans and prepare promotional and day‑of materials. Conceptualize events, set goals and target audiences, recruit and prep speakers, collaborate with partner organizations, develop agendas, and manage guest lists. Provide day‑of support for events and prepare staff to manage events where appropriate. Manage relationships with vendors, hotels, venues, and external organizations as needed. Create event experiences that are inclusive and accessible. Prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners. Requires occasional evening hours and weekend hours as needed. Digital Events & Production
Stay current on industry software (e.g., Social Tables, InitLive, Formstack, Eventbrite, Cvent, Boomset) to improve event planning processes. Train colleagues and stakeholders on platforms to enhance digital event planning experiences. Use software such as Teams, Zoom, and IBM Player to facilitate virtual events, including live‑streaming programming, podcasts, and other external broadcasts. Other duties as assigned. Minimum Qualifications
Bachelor's Degree. Four years of related experience. Experience in coordinating events in higher education or a comparable setting. Ability to work occasional evening hours and weekend hours. Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma. Preferred Qualifications
Experience running large events such as conferences, peer learning networks, symposiums, and national events. Experience in technical production for large‑scale events. CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC). Technical Qualifications or Specialized Certifications
CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC). Technical Skills and Expected Level of Proficiency
Budgeting - Intermediate Event Planning - Intermediate Guest Relations - Intermediate Invoicing - Intermediate Menu Planning - Intermediate Public Relations: Intermediate Vendor Management - Intermediate Vendor Relationship Management - Intermediate Classified Title
Sr. Events Planner Role/Level/Range: ATP/03/PC Benefits and Compensation
Starting Salary Range: $53,800 – $94,400 Annually (Target $74,100; Commensurate with experience) Employee group: Full Time Schedule: Monday – Friday 8:30 – 5:00 FLSA Status: Exempt Location: Hybrid/School of Nursing Department name: 10001247‑Special Events Personnel area: School of Nursing Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, including geographic location, skills, work experience, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non‑related college coursework may be applied toward the total minimum education/experience required. Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks
The successful candidate(s) for this position will be subject to a pre‑employment background check. Johns Hopkins is committed to hiring individuals with a justice‑involved background, consistent with applicable policies and current practice. Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Accommodation Information
If you are interested in applying for employment with Johns Hopkins University and require special assistance or accommodation during any part of the pre‑employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.
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We are seeking a
Sr. Events Planner
who will independently conceptualize, implement, manage, and evaluate organizational events. These events may involve complex aspects, including international travel, foreign dignitaries or political figures, with potentially enhanced security needs. This position represents, upholds, and enhances the JHU brand. The role serves as a resource to managers and employees across the organization. Specific Duties & Responsibilities
Plan and execute mid‑size to large and complex divisional/departmental/organizational events with broad‑reaching internal and external impact. Develop and manage event budgets, commit funds, and finalize event contracts. Develop procedures and protocols for events and use of space. Identify policy improvements and provide effective recommendations related to event planning. Work with organizational leadership to plan and orchestrate events on campus and at outside venues, including defining theme, style, and communication language. Provide information to determine appropriate venue for various events. Work closely with appropriate leaders on style, flow, and layout of each event. Create and maintain project schedules. Ensure timelines are met, ensuring accuracy of invitations, RSVP lists, programs, and related details (e.g., dietary needs). Coordinate all arrangements (catering, rentals, custodial services, flowers, etc.). Manage and work within a budget set at the beginning of each fiscal year. Create event briefing for leadership as needed. Manage outside contracts with vendors (event companies, caterers, florists, printers, transportation companies, etc.). Maintain proper inventory of event supplies. Manage and approve invoices and expenses in the financial system. Collaborate with leadership to develop an annual calendar of events. Collaborate with Marketing & Communications to design and implement marketing plans and prepare promotional and day‑of materials. Conceptualize events, set goals and target audiences, recruit and prep speakers, collaborate with partner organizations, develop agendas, and manage guest lists. Provide day‑of support for events and prepare staff to manage events where appropriate. Manage relationships with vendors, hotels, venues, and external organizations as needed. Create event experiences that are inclusive and accessible. Prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners. Requires occasional evening hours and weekend hours as needed. Digital Events & Production
Stay current on industry software (e.g., Social Tables, InitLive, Formstack, Eventbrite, Cvent, Boomset) to improve event planning processes. Train colleagues and stakeholders on platforms to enhance digital event planning experiences. Use software such as Teams, Zoom, and IBM Player to facilitate virtual events, including live‑streaming programming, podcasts, and other external broadcasts. Other duties as assigned. Minimum Qualifications
Bachelor's Degree. Four years of related experience. Experience in coordinating events in higher education or a comparable setting. Ability to work occasional evening hours and weekend hours. Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma. Preferred Qualifications
Experience running large events such as conferences, peer learning networks, symposiums, and national events. Experience in technical production for large‑scale events. CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC). Technical Qualifications or Specialized Certifications
CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC). Technical Skills and Expected Level of Proficiency
Budgeting - Intermediate Event Planning - Intermediate Guest Relations - Intermediate Invoicing - Intermediate Menu Planning - Intermediate Public Relations: Intermediate Vendor Management - Intermediate Vendor Relationship Management - Intermediate Classified Title
Sr. Events Planner Role/Level/Range: ATP/03/PC Benefits and Compensation
Starting Salary Range: $53,800 – $94,400 Annually (Target $74,100; Commensurate with experience) Employee group: Full Time Schedule: Monday – Friday 8:30 – 5:00 FLSA Status: Exempt Location: Hybrid/School of Nursing Department name: 10001247‑Special Events Personnel area: School of Nursing Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, including geographic location, skills, work experience, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non‑related college coursework may be applied toward the total minimum education/experience required. Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks
The successful candidate(s) for this position will be subject to a pre‑employment background check. Johns Hopkins is committed to hiring individuals with a justice‑involved background, consistent with applicable policies and current practice. Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Accommodation Information
If you are interested in applying for employment with Johns Hopkins University and require special assistance or accommodation during any part of the pre‑employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.
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