SNF Agora is seeking a dynamic Events Planner to plan, promote, and execute all logistical aspects of the institute's events, in partnership institute leadership. Reporting to the director of communications, this position will support multiple departments within the institute. As a relatively new institute at JHU, SNF Agora has a start-up mentality, delivering a range of events aimed at bringing greater visibility to our work and mission. Therefore, the ideal Events Planner will be enthusiastic about our mission to strengthen global democracy, and will bring a high level of energy, creativity, independent judgement, initiative, and skill to the role. Given the institute's high profile and public nature, this role also requires someone comfortable working with senior leadership of the university, leading public intellectuals, elected officials, journalists, and others.
About SNF Agora Institute
The SNF Agora Institute at Johns Hopkins University is a multi-disciplinary academic and public forum dedicated to strengthening global democracy by improving and expanding civic engagement and inclusive dialogue, and by supporting inquiry that leads to real-world change. Drawing its name and inspiration from the ancient agora, the institute uses research and partnerships with scholars, practitioners, students, and the public to create the shared spaces and tools that enable civic and political stakeholders around the world to realize the promise of democracy. To advance its mission, the institute produces a variety of public events throughout the year, ranging from small, hour-long events to high-profile, multi-day conferences and convenings.
Specific Duties & Responsibilities
Event Planning & Management
Work with the SNF Agora team to execute all logistical aspects of event management, for all of SNF Agora's in-person, virtual, and hybrid events, public and private, on and off campus, including an annual event in Athens, Greece.
Exercise independent judgment in researching and recommending venues, selecting event timing and design aesthetics, and creating promotional materials. Conduct site visits of venues when needed.
Plan and direct a timeline for events and ensure efficiency of the planning process. Consistently handle multiple events and priorities in a calm and professional manner.
Coordinate the institute's overall event schedule to manage flow of programming and prevent competing events.
Vendor management – select vendors and work with the Office of Procurement Services to get contracts signed and negotiated. In collaboration with SNF Agora Finance, setup new vendors in PaymentWorks and process invoices for payment. Vendors may include but are not limited to A/V, livestreaming, photographers, closed captioning, caterers, publishers and local bookstores, printers, and transportation companies.
Book travel and lodging for speakers and participants.
Plan and manage event run-of-show and staging.
Draft and edit internal and external communications to speakers and other participants, including drafting panelist briefings and scheduling pre-panel planning calls when necessary.
Create event programs, agendas, packets, and itineraries as needed.
Establish relationships, liaise, and work effectively with external and internal constituencies, including university leadership, faculty, staff, security, parking, custodial services, scheduling, and events.
Recruit and manage student volunteers and/or student workers for events.
On day of, supervise event load-out and cleanup. Greet and direct event speakers. Manage event registration and check-in. Troubleshoot issues as they may arise during events.
For virtual events, set up and produce Zoom meetings and webinars.
Occasional weekend and evening work and some travel, both in and out of state, and internationally, required. Must have own transportation for evening and weekend events.
Create event pages on the SNF Agora website, including gathering speaker bios and headshots.
Create promotional materials such as flyers, ads, and social media graphics using existing templates; for high-profile events, identify and hire freelance designer to create graphics.
Submit events to relevant on-campus and off-campus event sites and publications as needed.
Oversee registration/RSVP tracking and confirmation process, including setting up online registration.
Track and report on registration and attendance, conduct event debriefs when necessary, and make recommendations for improvement on future events.
Two years related experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Experience planning and managing large-scale and complex events in a college or university setting.
Demonstrated excellence in written and oral communications, with an ability to relate articulately and with diplomacy with diverse groups including university and institute leadership, faculty, staff, students, donors, guest speakers, and the general public.
Must be organized and demonstrate the ability to work independently, multitask, function effectively in a fast-paced environment without getting flustered, show great attention to detail, and follow through to completion within time constraints.
Proficient skills in word processing, spreadsheet maintenance, email systems required; familiarity with Adobe Creative Suite and other design platforms preferred.
Must be able to stand for at least 3 hours at a time
Ability to lift and carry boxes weighing up to 25 pounds.
Classified Title: Events Planner Role/Level/Range: ATP/03/PB Starting Salary Range: $44,850-$61,600 Annually (Commensurate with experience) Employee group: Full Time Schedule: M-F 8:30-5:00 Exempt Status: Exempt Location: Hybrid/Homewood Campus Department name: SNF Agora Institute Personnel area: School of Arts & Sciences
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
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