Events and Logistics Program Specialist

$45,700 - $80,000/Yr

Johns Hopkins - Maryland Line, MD

Full-time - Entry Level

Hybrid - Maryland Line, MD

Educational Services

About the position

The Events and Logistics Program Specialist at the William H. Gates Sr. Institute for Population and Reproductive Health will play a crucial role in managing event, programmatic, and logistic support for the International Conference on Family Planning (ICFP) and other related events. The Institute has been a leader in the fields of family planning, reproductive health, and population dynamics for over two decades, focusing on creating positive change through a global network of partnerships. This position is integral to the planning and execution of the ICFP, which serves as a significant platform for the global reproductive health community, facilitating commitments and celebrating achievements in family planning and reproductive health. The successful candidate will work closely with the Institute's Director, Senior Program Officer II, and the Anchor team to ensure that the Institute's strategic goals are met. This role requires strong communication skills, cultural competency, and attention to detail, as well as experience in event planning. The Program Specialist will be responsible for coordinating logistics for a hybrid scientific conference expected to host 5,000 participants in November 2025 in Latin America, contributing significantly to the Institute's objectives. In addition to event planning, the role involves managing logistics, budget oversight, marketing and promotion, and post-event evaluation. The Program Specialist will also assist in communications and stakeholder relations, ensuring a smooth planning process and addressing any issues that arise. This position requires travel to the ICFP and potentially other domestic and international locations to support programmatic activities.

Responsibilities

• Help the team develop comprehensive event plans and timelines specific to Institute events, including ICFP and other events.
• Help garner vendor quotes and work closely with the Institute Finance team to determine the appropriate path forward.
• Help coordinate with internal stakeholders and international partners to define conference and side event objectives, themes, and requirements.
• Help to identify and secure local and international venues, negotiate contracts, and manage relationships with global vendors and service providers in coordination with the Institute Finance team and SPO.
• Assist with travel and logistics for Institute travel grant recipients for event participation.
• Assist with all logistical elements, including international transportation, accommodation, catering, and technical equipment.
• Ensure compliance with health, safety, and international event-specific legal requirements.
• Manage on-site event setup, execution, and teardown, focusing on international standards.
• Help manage a diverse team of event staff, volunteers, and contractors from various countries.
• Provide training and guidance to ensure high performance and adherence to international standards.
• Serve as a point of contact for logistics for partners, stakeholders, and attendees.
• Ensure clear and consistent communication throughout the event planning process.
• Work closely with the Institute Finance team and SPO to ensure all events are executed within budget and cost-effectiveness while considering international financial implications.
• Collaborate with the communications and marketing team to develop promotional strategies and materials targeting an international audience.
• Create surveys and conduct event evaluations to assess success and areas for improvement, considering international feedback.
• Assist with compiling materials, including event-related content for reports, documents, guidelines, grants, etc.

Requirements

• Bachelor's degree
• Two years related experience
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

Nice-to-haves

• 2-3 years of experience with complex, highly confidential student related issues
• Exceptional interpersonal skills
• Proven ability to work in a fast-paced, challenging environment
• Previous work experience in a college and/or nonprofit environment
• French language skills

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401k retirement plan
• Paid holidays
• Flexible scheduling
• Professional development opportunities