Events Planner; Johns Hopkins Institute Planetary Health

We are seeking an Events Planner who will conceptualize, implement, manage, and evaluate complex events and programs in collaboration with appropriate leadership. This role will provide non-standard, non-routine event expertise and utilize extensive knowledge about the division, department and/or center in the design and management of events.

• Work with divisional/departmental/center leadership to plan and facilitate events on campus and at outside venues. This may include, but is not limited to,
• Develop the theme, style, and language for communications, including invitations or event promotion.
• Provide information to determine appropriate venue for various events.
• Work closely with the appointed contact, on the style, flow, and layout of each event.
• Create and maintain project schedules.
• Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g. dietary needs and other needs lists)
• Coordinate all arrangements such as catering, rentals, custodial services for set-ups and clean-up, flowers.
• Work within the budget determined for the fiscal year.
• Create event briefings for each leadership contact as needed.
• May manage all outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc. to support in-person and virtual events.
• Maintain proper inventory of event supplies.
• May manage and approve invoices and expenses using Hopkins systems.
• Collaborate with divisional/departmental/center leadership to develop an annual calendar of events.
• May collaborate with Marketing & Communications on design and implementation of marketing plans for events and preparation of promotional and day-of materials, including invitations, email communication, social media posts, and collateral.
• Work with leadership to conceptualize events, including setting goals and target audiences, recruiting and preparing speakers, collaborating with partner organizations, developing agendas, managing guest lists, etc.
• Provide day-of support for events, and/or support and prepare other staff to manage events as appropriate.
• Manage or assist in the management of relationships with vendors, hotels, venues, and external organizations.
• Create event experiences that are inclusive and accessible.
• May prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners.

• Stay current on industry software, e.g. Social Tables, Init Live, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
• Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
• Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
• Other duties as assigned.

JHIPH is seeking a detail-oriented and motivated Events Planner to support the JHIPH and PHA growing teams in building a transdisciplinary community dedicated to advancing the field of Planetary Health through the University and beyond. The Events Planner will work in close collaboration with Program Personnel, Faculty, Executive Director and other staff in both JHIPH and PHA to strategize, plan, and execute events (e.g. large dinners, symposia, and other convenings) which will build community, create identity, and mobilize action.

The Events Planner will officially report to the JHIPH Sr. Administrative Manager.

• Ensure events are tailored to the needs of specific audiences (e.g. JHU faculty, JHU students, and/or external guests and partners).
• Must collaborate closely with the Communications team on event dissemination and marketing.
• Must collaborate closely with Program staff across the Department, Institute and the Alliance on program-specific events and convenings, providing either support or leadership of those events, as needed.
• Must collaborate when needed with the Director of Leadership Giving for events that are intended to engage donors and advance the development portfolio.