Sr. Events Coordinator

The Senior Events Coordinator is responsible for supporting the planning and execution of special events that strengthen engagement with donors, volunteers, alumni, students, parents, faculty, and staff of the Johns Hopkins Peabody Institute. Reporting to the Director of Development, this role helps to manage events of varying scale from initial planning through execution and post-event evaluation.

Working closely with Peabody leadership, Development and Alumni Relations, Marketing and Communications, and other departments, the Sr. Events Coordinator ensures that each event supports departmental goals and is tailored to the needs and interests of its intended audience. The successful candidate will be proactive, highly organized, and able to exercise sound judgment while building strong, collaborative relationships across the organization.

The Sr. Events Coordinator is responsible for overseeing events, meetings and other activities. Specific responsibilities include supporting the front-end meeting and event planning process. This role will plan, organize and execute events. Responsible for overall coordination of small to large scale events. This position works with leadership to understand departmental needs and tailor events accordingly.

• Create event floor plan and room layout and supervise the execution of the physical appearance of the facility and the set-up.
• Utilize Cvent Event Diagramming, 25
  
  Live and/or other event planning system to share custom room layouts, enter room reservations, AV equipment and room set-up.
• Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
• Ensure proper implementation of policies and procedures.
• Proactively collaborate with the operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at all meetings and events.
• Collaborate with event organizers to manage logistics with vendors, including catering orders, event rentals, catering setup and clean up and certificate of insurances to ensure adherence to event space policies and guidelines.
• Identification of preferred vendors for catering. Work collaboratively with the Green Team to create green, "no-waste" events.
• Maintain preferred vendor list for departmental and student use.
• Submit Loading Dock Requests for external vendors.
• Provide guidance and direct event organizers on how and when to submit guest lists to the appropriate event space contacts.
• May work with security to identify day-of event security needs.
• Collaborate with Facilities leadership or staff to ensure porter coverage for events.
• May provide event signage, crowd control ropes, recycling and trash bins, ancillary items, as determined by event guidelines.
• Coordinate and manage deliveries of required materials and equipment for events.
• Coordinate with IT to identify technical needs for event and schedule accordingly.
• Collaborate with stakeholders and IT to drive continuous improvement.
• Coordinate with Johns Hopkin affiliates and external users to provide facility information, tours and pricing on space rental and concierge their event needs.
• May coordinate parking passes.
• Prepare and process room rental and parking invoices.

• Ensure virtual and hybrid event reservations are consistently entered into 25
  
  Live.
• Assign tasks & manage progress as project manager.
• Evaluate, and in some instances, develop detailed event run-of-show.
• Consult with event hosts to implement comprehensive virtual event design strategy
• Manage virtual event platform for VIP events.
• Research current virtual and hybrid event trends.
• Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up…