Events Planner

Johns Hopkins University
District of Columbia, United States
Salary Not Specified
Posted date
Jun 22, 2021

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Community Relations & Institutional Outreach, Public Relations & Marketing (Campus), Alumni Affairs, Conference & Special Event Administration
Employment Type
Full Time

Johns Hopkins University

Job Description

Classified title: Event Planner

Role/Level/Range: ATP-3-PB

Starting Salary Range: Commensurate with experience

Employee group: Full time

Employee subgroup (FLSA Status): Exempt

Position Type: New

Schedule (hours/days): 8:30 am to 5:00 pm

Personnel area (School): Academic and Business Centers

Org unit name and #: Global Engagement and Communications - 60000069

Department name: Jhpiego

Reports to (Job title): Reports to (Job title): Director of Strategic Partnerships, DC

General summary/purpose:

Events Planner will be a member of the team for Secretariat for AlignMNH, a five-year project funded by the Bill & Melinda Gates Foundation in collaboration with USAID. AlignMNH aims to align global maternal and newborn health advocacy, metrics, financing and action in support of accelerated improvements in MNH and well-being in low and middle-income countries (LMICs).

Events Planner will promote and enhance the exchange of maternal and newborn health technical knowledge through managing strategic, logistical and media elements before, during and after conferences and events,both live and virtual. The position is responsible for logistical and operational management of a bi-annual international conference & exhibition as well as a planned series of virtual engagement convenings. The conference, exhibition and virtual engagement series will provide a much-needed opportunity to convene the global MNH community and key partners on a predictable, regular basis to publicly recognize country progress toward agreed metrics, create innovative ways to track progress, share evidence, new ideas and effective implementation strategies, catalyze investment, and fuel global and national action. It is envisioned that countries will work and learn together at the conference and support a new generation of leaders, unified behind a vision of accelerating progress toward MNH targets.

In addition to the management of the conference, exhibition and virtual engagement series, the Event Planner will also be responsible for providing program and ancillary support for management of AlignMNH’s Steering Committee meetings, presence at multiple domestic and international public health conferences, and planning special events as deemed necessary by donor and Secretariat.

Specific duties & responsibilities:

  • Establish and coordinate joint planning teams for conference, exhibition, virtual convenings, satellite events, etc.
  • Conduct planning meetings, develop exhibit and conference event project plans and time schedules, and monitor/assure attainment of timely
  • Gather supplies, collateral, and giveaways, prepare commercial invoice, pack boxes and coordinate international shipping both to and from conferences.
  • Design and deliver orientation to all event staff and volunteers via a preconference attendee information packet and at the on-site preconference staff
  • Oversee all aspects of event planning, promotion, and implementation for 8-10 events per year (virtual and in-person).
  • Research proposed international meeting locations for bi-annual conference and exhibition series to determine feasibility and identify potential venues including site inspections to select venue
  • Serve as the main point of contact for all vendor management to ensure timely deliverables, critical communication and post-event follow up
  • Identify and manage all necessary consultants, temporary staff, and vendors needed for conference & exhibition series
  • Manage all conference and virtual event logistics including relevant RFPs, housing/lodging, transportation, food, contract details, and event planning
  • Support the development of a conference-related content for the AlignMNH knowledge hub that can accommodate the offering of both virtual and in-person conferences with the ability to:
  • Periodically update/refresh the content on an as-needed basis
  • Process/aggregate registration payments and data for report generation
  • Allow potential sponsors and exhibitors to sign-up for a booth / sponsorship package with real-time payment processing
  • Engage in speaker management activities/tracking to include:
  • Sending invitations/confirmations
  • Instructions for presentation submissions and sending applicable template(s)
  • Identification of any specific audio-visual needs
  • Coordination of any specific travel arrangements for VIP speakers
  • Ensure consistent project branding across all event and conference materials
  • Ensure consistent project branding across all event and conference materials
  • Work collaboratively with Secretariat to plan innovative and creative event content and formats
  • Attend partner/stakeholder events to identify opportunities for future collaboration and understand lessons learned
  • Evaluation effectiveness of convenings through event surveys, routine monitoring indicators and a program learning agenda for knowledge translation
  • Assist in development of a social media strategy to support the conference & exhibition series and other related events
  • Work with the AlignMNH Project Leaders to develop and manage the events budget each fiscal year
  • Prepare electronic post-event survey and reports after each conference/event and provide recommendations for future improvements to boost the presentation of AlignMNH materials and to increase traffic/attendance while achieving marketing objectives. Report also tracks materials used, budget spent and staffing required, which also serve to guide future planning
  • Develop a series of virtual engagement events leading up to each conference, including the coordination of event agendas, speakers, content, and promotion
  • Minimum qualifications (mandatory):

    • BA with 5+ years' event and conference management experience
    • Demomstrated experience planning international conferences
    • Strong demonstrated experience in project management and leading a team to achieve project goals and deliverables with constraints of scope, budget and time
    • Certified Meeting and or Project Management Professional preferred
    • Interest in public affairs and marketing communications
    • Ability to travel domestically and internationally up to 30%
    • Prior experience with social media tools and event planning software and/or websites
    • Strong writing and editing skills
    • High degree of decision making and problem solving abilities
    • Strong event design and management abilities as well as attention to detail
    • Ability to handle budgets and produce within these set parameters
    • Excellent interpersonal, verbal and written communication skills, a high level of organization and ability to balance competing priorities
    • Self-starting capabilities and comfortable with qualitative and quantitative evaluation
    • Demonstrated success in vendor management
    • Demonstrated ability to work with both scientific/technical (e.g. technical program briefs) and non-technical (e.g. marketing) materials
    • Ability to project a professional image and communicate positively and effectively as a representative of Jhpiego, both within The Johns Hopkins University community and external organizations and donors
    • Proficient in Microsoft Office

    The successful candidate(s) for this position will be subject to a pre-employment background check.

    If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

    The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

    During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

    The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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