Private Events Marketing & Program Coordinator

$37,856 - $70,512/Yr

Johns Hopkins - Baltimore, MD

Full-time - Entry Level

Hybrid - Baltimore, MD

Educational Services

About the position

The Johns Hopkins University is seeking a Private Events Marketing and Program Coordinator who will play a crucial role in managing event clients for historic venues and enhancing the online presence and marketing of the Private Events program. This position reports directly to the Director of Private Events and encompasses a variety of responsibilities aimed at ensuring the successful execution of private events while maintaining high standards of customer service and marketing effectiveness. The coordinator will be responsible for processing all incoming business leads and inquiries, managing client relationships from initial contact through to the signing of license agreements. This includes scheduling and conducting viewing appointments, preparing client agreements, and handling payment processes. The role requires a proactive approach to client management, ensuring that all client needs are anticipated and met throughout the event planning process. Additionally, the coordinator will assist in managing event staff and vendor scheduling, ensuring that all events are adequately staffed and supported. In terms of marketing, the coordinator will execute marketing plans and activities for the Private Events office, utilizing local resources to strengthen vendor relationships and attract new clients. This includes conducting market research, developing annual marketing strategies, and maintaining a strong online presence through social media and website management. The coordinator will also be responsible for evaluating marketing initiatives and implementing improvements based on client feedback and market trends. The position also involves ongoing program support, including assisting with day-to-day office operations, managing client and vendor communications, and supporting the onboarding and training of new event managers. The coordinator will work closely with the Director of Private Events to plan and budget for equipment and property needs, ensuring that the Private Events program continues to thrive and meet the needs of its clients.

Responsibilities

• Process all incoming business leads and inquiries, specifically manage all inquiries received by email and phone.
• Place holds and book viewing appointments, managing the appointment calendar using Calendly.
• Lead viewing appointments for prospective clients during weekdays.
• Prepare and send client agreements, managing communications accordingly.
• Process incoming payments and rental agreements, tracking all payments before submission to ELP Budget Specialists.
• Update calendars for Museum and Library colleagues to access event information.
• Manage client relationships from initial inquiry to signing of license agreements, including client and vendor walk-throughs.
• Assist Private Event Coordinator with walk-through appointments and cross-train colleagues as needed.
• Set and monitor customer service standards and expectations among clients and vendors, providing feedback where helpful.
• Provide assistance and backup on weekends for staffing emergencies and event management as needed.
• Manage execution of marketing plans and activities for the Private Events office.
• Conduct regular market research to stay updated on industry trends and best practices.
• Develop and manage annual marketing plans for the Private Events Program.
• Build and maintain the online identity for both venues, utilizing social media and paid advertising.
• Monitor and evaluate marketing initiatives, using tools like Google Analytics to report findings and implement improvements.
• Manage social media accounts and maintain a content calendar for regular posts.
• Create and refresh collateral materials for both venues, collaborating with communications staff.
• Build and strengthen vendor partner relationships through social media and online presence.
• Follow up with event photographers and videographers for marketing content.
• Assist the Director of Private Events with planning and managing marketing events and initiatives.
• Coordinate scheduling for casual and student staff, determining staffing needs for events.
• Support recruitment and onboarding of new student staff, ensuring training is completed.
• Coordinate scheduling with contractual vendors for all Private Events venues.
• Support day-to-day office operations and serve as backup for the Private Events Coordinator.
• Work with the Director on planning and budgeting for equipment and property needs.
• Complete pricing reviews and make recommendations for the Director of Private Events.
• Assist with preparing and distributing detailed event notes to event managers post-events.
• Update dashboard metrics monthly to support analysis of program sales.
• Cross-train with Private Events team members to support additional duties as needed.

Requirements

• High School Diploma or graduation equivalent.
• Three years related experience in event planning, marketing, or a related field.
• Excellent communication skills, including writing, proofreading, and speaking.
• Strong interpersonal skills with a high degree of professionalism.
• Highly organized and detail-oriented to manage multiple priorities effectively.
• Ability to work independently and represent the University professionally.
• Solid computer skills, including proficiency in Microsoft Suite, Google Suite, Adobe, and WordPress.

Nice-to-haves

• Bachelor's Degree in a relevant field.
• Experience in high-quality sales, hospitality, public relations, or arts and entertainment.
• Experience with event planning and management.
• Experience managing client relationships and resolving unexpected issues.
• Experience in hospitality or museum environments.
• Experience with paid marketing and advertising strategies.
• Proven track record of success in managing social media presence.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• 401k retirement savings plan
• Paid holidays and vacation time
• Flexible scheduling options
• Professional development opportunities
• Tuition reimbursement for further education
• Employee discount programs
• Wellness programs to promote health and wellness