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Conference and Events Associate

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General summary/purpose:


The Conference and Events Associate
will be a member of the Secretariat team 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).

The Conference and Events Associate, reporting to the Senior Manager, Conferences and Events, will promote and enhance the exchange of maternal and newborn health technical knowledge through supporting strategic, logistical, and online engagement elements before, during and after conferences and events, both live and virtual. The position is responsible for supporting logistical and operational management and execution 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 supporting successful execution of the conference, exhibition, and virtual engagement series, this Conference and Events Associate 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.

This is a hybrid role that is based out of our Washington DC office.



Specific duties & responsibilities:

Events, Conferences Management & Planning

Works collaboratively within the Secretariat under the direction of the Sr. Manager, Conferences and Events to:

  • Provide inputs and inform the planning and execution of high quality, creative and innovative events and conferences
  • Develop content and formats that reflect AlignMNH priorities, goals and objectives
  • Coordinate joint planning teams, project plans and time schedules, for conference, exhibition, virtual convenings, satellite events, etc.
  • Design and deliver orientation to all event staff, presenters, and volunteers via a preconference information packet and on-site meetings and support
  • Build scheduling templates and schedule events and sessions in conference software
  • Provide recommendations and inform approach for hybrid programming for convenings, work to gain stakeholder consensus and lead on delivery on key aspects such as build conference APP and manage APP onsite at events
  • Serve as main focal point for sponsorship program to include relationship management, exhibition coordination, branding and solicitation of new prospective sponsors

Shareholder Management

Works collaboratively within the Secretariat under the direction of the Sr. Manager, Conferences and Events to:

  • Administer and monitor the conference registration system and act as the main point of communication for conference registration questions, manage the distribution of conference registration codes, create, and distribute reports
  • Liaison with vendors to ensure timely deliverables, critical communication and post-event follow up
  • Liaison with consultants, temporary staff, and vendors needed for conference & exhibition series
  • Engage in speaker management activities/tracking to include:

o Send invitations/confirmations

o Prepare and distribute presenter guidelines and onsite logistical packets

o Instructions for presentation submissions and sending applicable template(s)

o Identifying specific audio-visual needs

o Coordinating specific travel arrangements for VIP speakers

Logistics

Works collaboratively within the Secretariat under the direction of the Sr. Manager, Conferences and Events to:
  • Adjust plans and schedules promptly and effectively to accommodate changes if conditions demand i.e., location changes, loss/addition of speaker(s) etc.
  • Support the Sr. Manager, Conferences and Events in management of all conference and virtual event logistics including relevant RFPs, housing/lodging, transportation, food, contract details, and event planning
  • Gather supplies, collateral, and giveaways, prepare commercial invoices, pack boxes, and coordinate international shipping both to and from conferences
  • Research proposed international meeting locations for bi-annual conference and exhibition series to determine feasibility

Post-Event & Conference Evaluation

Works collaboratively within the Secretariat under the direction of the Sr. Manager, Conferences and Events to:

  • Prepare electronic post-event survey and reports after each conference/event
  • Track materials used, budget spent, and staffing required, which serves to guide future planning
  • Develop a series of virtual engagement events leading up to each conference, including the planning of event agendas, speakers, content, and promotion



Special Skills, Knowledge & Abilities

  • Familiarity with abstract management platforms such as Dryfta or All Academic
  • Prior experience with event planning software, conference APPS, and/or websites
  • Strong writing and editing skills
  • High degree of comfort with decision making and problem-solving abilities
  • Strong attention to detail
  • Ability to understand budgets and comfort level in advising senior staff when expenses are potentially exceeding budgets
  • 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 use of Teams


Minimum Qualifications
  • Bachelor's degree in related field
  • Four years related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula


Preferred Qualifications
  • Certified Meeting and or Project Management Professional preferred
  • Experience with international conferences esp. those that occupy a convention center
  • Experience with Conference Apps and Conference Scheduling Tools
  • Experience with Abstract Management Software (i.e., All Academic or Dryfta)
  • Experience with Project Management Software (i.e., Smart Sheets)



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 jhurecruitment@jhu.edu. 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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