Assistant Director, Events

Rice University • Houston, TX

1d • Onsite

About The Position

The Office of Access and Institutional Excellence is in search of an Assistant Director, Events. The Assistant Director, as the project leader, is responsible for producing high-quality, elevated events from conception to completion. In coordination with stakeholders, the Assistant Director executes complex, large-scale, high-profile, campus-wide events, receptions, lectures, conferences, and panel discussions, including financial management and administrative duties.

The Assistant Director is responsible for managing budgets and processing financial transactions, RSVP tracking, acting as a liaison between the office and external stakeholders, arranging guest travel, post-event surveys and feedback, attendance check-ins, securing venues, coordinating vendor logistics, overseeing on-site event execution, and collaborating with campus partners and volunteers. This position will develop and maintain relationships with on- and off-campus vendors to successfully coordinate a variety of events.

The position plays an important role in ensuring the successful delivery of departmental programs, donor engagements, and institutional events that advance Rice University’s mission and strengthen relationships with key stakeholders.

The ideal candidate is comfortable working in a fast-paced, collaborative environment while managing multiple tasks and priorities and must possess strong verbal and written communication skills, attention to detail, and knowledge of special event etiquette and diplomatic protocols. They are proactive problem-solvers and provide reliable administrative and logistical leadership.

Requirements

• Bachelor’s degree (In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis).
• 2+ years of experience in event planning (In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis).
• Valid Texas driver’s license (or ability to obtain within 30 days of employment) required, with no more than three moving violations within the past 36 months and no convictions or deferred dispositions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five years.
• Strong project and event management skills.
• Ability to meet deadlines and prioritize.
• Ability to accomplish goals by working through formal and informal channels with diplomacy and tact.
• Strong problem-solving and analytical skills.
• Advanced customer service skills.
• Excellent oral and written communication skills.
• Excellent time management skills; well-organized and detail-oriented.
• Ability to manage complex timelines and multiple projects.
• Ability to work both independently and as part of a team.
• Ability to interact professionally with all levels of internal and external constituents (donors, community leaders, team members, vendors).
• Familiarity with event etiquette and protocol, including safety.
• Demonstrated high level of confidence in decision-making, sound judgment, and innovative, creative problem-solving skills.
• Experience with data entry, database management, and maintaining organized records.
• Demonstrated knowledge of Microsoft Word, Excel, and PowerPoint, as well as Gmail, Google Forms, and related applications.

Nice To Haves

• Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
• Experience working in a similar role within a corporate or nonprofit environment.
• Experience in budget management and vendor coordination.
• Experience making complex travel and conference arrangements and executing those arrangements from start to finish.
• Strong understanding of event logistics, including AV equipment, catering, and venue setup.

Responsibilities

• Produce high-quality, elevated events from conception to completion.
• Execute complex, large-scale, high-profile, campus-wide events, receptions, lectures, conferences, and panel discussions.
• Manage budgets and process financial transactions.
• Track RSVPs.
• Act as a liaison between the office and external stakeholders.
• Arrange guest travel.
• Conduct post-event surveys and gather feedback.
• Manage attendance check-ins.
• Secure venues.
• Coordinate vendor logistics.
• Oversee on-site event execution.
• Collaborate with campus partners and volunteers.
• Develop and maintain relationships with on- and off-campus vendors.
• Ensure the successful delivery of departmental programs, donor engagements, and institutional events.
• Manage end-to-end event accessibility and ADA compliance.
• Coordinate American Sign Language (ASL) interpreters.
• Manage dietary restrictions.
• Ensure materials accommodate guests.
• Lead on-site coordination of event logistics.
• Serve as project manager for multiple activities.
• Scope project tasks, objectives, and timelines, monitor progress, and meet milestones.
• Operate as an account manager on deliverables, program metrics, and status reports.
• Prepare and coordinate post-event items, including analysis, debrief meetings, feedback collection, and reporting.
• Maintain event planning documents, budgets, vendor lists, vendor contracts, guest lists, RSVP records, and database information.
• Update attendance and registration systems such as OwlConnect.
• Assist with event setup and breakdown for on- and off-campus events.
• Manage purchasing card expenses, supplier contracts, supply orders, vendor payments, reimbursements, invoices, and purchase orders related to events.
• Manage comprehensive event logistics and administration for guest speakers, including document requests, travel arrangements, accommodations, meals, payments, and honoraria.
• Establish and maintain relationships with internal and external university partners.
• Act as department representative at cross-departmental project meetings.
• Recommend and schedule events in appropriate off-campus and on-campus venues.
• May oversee support staff, students, volunteers, and contingent event staff.
• Perform all other duties as assigned.
• Provide administrative support as needed, including preparing PowerPoint slides, materials, agendas, and coordination of meetings.
• Ensure event areas are secured and properly closed/locked at the end and that keys are promptly returned.

Benefits

• Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits
• Rice Mission and Values: Mission and Values | Rice University https://www.rice.edu/mission-values

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level