Senior Special Events Coordinator

The Johns Hopkins School of Advanced International Studies (SAIS) seeks an experienced Sr. Special Events Planner to provide support in planning, strategizing and managing school-wide events. Reporting to the Director of Events, the Sr. Events Planner will work closely with SAIS leadership, faculty, staff, students and the centralized teams to manage annual events, meetings and other activities.

Specific Duties & Responsibilities

  • Direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility, and at times offsite.
  • Proactively collaborates with the Centralized Operations & AV teams to ensure accuracy with the intended event outcome requirements.
  • Participate in the full life cycle of events from design, logistical planning, implementation, evaluation and budget management. This includes the creation of full management of room reservations and custom room layout diagrams.
  • Serves as the lead planner for the annual school orientation and open house events inclusive of periodic updates to the Director of Events.
  • Produce and manage all aspects of the school annual commencement ceremony.
  • Gather information and statistics on each event to determine success, make recommendations to the Director of Events on how to improve events in the future.
  • Serves as primary contact to vendors to negotiate and manage contracts (e.g., caterers, florists, sound/stage companies, musicians, printers, etc.).
  • Manage and approve invoices and expenses input into SAP.
  • Serve as a system administrator for CollegeNet’s 25Live event management database to support SAIS-specific updates and to produce reports.
  • Develop, lead and facilitate ongoing user trainings for 25Live updates for SAIS, faculty, staff and student clubs.
  • Oversees the department email service account by creating the management schedule for the team and ensuring responses within a timely manner.
  • Maintains proper inventory of events supplies and resources for the team, assists with purchasing recommendations and sourcing of items that allow the events team to stay on trend per the market.
  • Maintain the suite of event planning guides and resources used by the school’s event organizers.
  • Co-produce the weekly events newsletter to ensure it meets the deadline and contains accurate information.
  • Assists the Director of Events with the review and approval of proposed room usage of Primary Event Spaces.
  • At times, will oversee the work performed and assist with decision-making by special event coordinators, students and volunteers.
  • Assists the Director of Events with daily assignments and special projects.
  • Ability to adjust work schedule to support after-hours and weekend events.

Special Knowledge, Abilities & Skills

  • Five years of progressively responsible event management experience.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to work for long periods without direction, prioritize own work, and work flexibly on several tasks simultaneously to meet various concurrent deadlines.
  • Excellent computer literacy skills (Outlook, Excel, Publisher, Word, PowerPoint) and ability to learn new software.
  • Familiarity with Zoom, Eventbrite, Social Tables and Canva software systems.
  • Strong interpersonal skills and ability to work independently as part of a team.
  • Sound judgment and discretion with the ability to interact with the Dean and senior leaders.
  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
  • Ability to lift up to 25lbs and move event supplies.

Minimum Qualifications

  • High School Diploma or graduation equivalent.
  • Five years related experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

  • Event experience in an academic environment specifically providing services to key stakeholders such as school leadership, faculty and students.
  • Familiarity with SAP financial database management.
  • Experience with CollegeNet’s 25Live scheduling software.