Special Events Assistant; Private Events

Overview

We are seeking a Special Events Assistant who will manage private events, including overseeing load in operations during setup through breakdown and departure of guests and vendors from the property. This role ensures event guests and vendors follow all established rules and expectations for protecting the collections and historic spaces and properties of Johns Hopkins University. The position works closely with the Private Events Central office team to provide an outstanding client experience and is expected to work weekends and evenings.

• Supervise the set up, and/or movement of all furniture and equipment.
• Supervise all vendors, including caterers, photographers, florists, lighting, DJ/musicians, cleaning crew, etc., and student event staff during event.
• Determines when the caterer can leave for the evening by performing a final walk-through with the catering supervisor on duty.
• Documents event details during the event and completes a final event report at the close of the file and fills out an event report at the end of the evening.
• Consults with the Director of Private Events on any issues or concerns requiring immediate attention during the event.
• Acts as a liaison between the security staff and the guests.
• Must present well for potential clients and/or visitors stopping by the evening of an event set up.
• Ensures adherence to all University policies and safety standards.
• After initial training by the Private Events Office, position will often work independently.
• Performs other related duties as requested.

• High school diploma or graduation equivalent.
• Six months of related experience. Due to alcohol service at some events, must be at least 21 years of age.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Competencies (Using the JHU Competency Framework) and Expected Level of Contribution:
  Pursues Excellence - Operational Contributor;
  Flexibility and Readiness - Operational Contributor;
  Creativity and Initiative - Operational Contributor;
  Collaboration - Operational Contributor;
  Decision Making and Reasoning - Operational Contributor;
  Inclusion and Belonging - Operational Contributor;
  Continuous Learning - Operational Contributor.

• Event Catering - Awareness
• Invoicing - Awareness
• Project Planning - Awareness
• Site Selection - Awareness
• Timelines - Awareness
• Vendor Contracts - Awareness

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified

Title:

Events Assistant

Job Posting Title (Working Title):
Special Events Assistant (Private Events)

Role/Level/Range: ATO 37.5/02/OC

Starting Salary Range: $15.70 - $20.50 - $25.25 HRLY (Commensurate w/exp.)

Employee group:
Casual / On Call

Schedule:

Mon-Sun;
Hours Vary

FLSA Status:
Non-Exempt

Location:

Homewood Campus

Department name:
Private Events

Personnel area:
Libraries