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.

Requirements

Bachelor's degree (or equivalent experience)
2+ years of experience in event planning (or equivalent education)
Valid Texas driver’s license (or ability to obtain within 30 days of employment), 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

Produces high-quality, elevated events from conception to completion.
Executes complex, large-scale, high-profile, campus-wide events, receptions, lectures, conferences, and panel discussions.
Manages budgets and processes financial transactions.
Tracks RSVPs.
Acts as a liaison between the office and external stakeholders.
Arranges guest travel.
Conducts post-event surveys and feedback.
Manages attendance check-ins.
Secures venues.
Coordinates vendor logistics.
Oversees on-site event execution.
Collaborates with campus partners and volunteers.
Develops and maintains relationships with on- and off-campus vendors.
Ensures successful delivery of departmental programs, donor engagements, and institutional events.
Manages end-to-end event accessibility and ADA compliance by securing accessible venues, coordinating American Sign Language (ASL) interpreters, managing dietary restrictions, and ensuring materials accommodate guests.
Works consistently with staff, campus partners, volunteers, vendors, event planning committee members, and others to ensure successful events; leads on-site coordination of event logistics, which may require some physical labor.
Serves as project manager for multiple activities; scopes project tasks, objectives, and timelines, monitors progress, and meets milestones.
Operates as an account manager on deliverables, program metrics, and status reports; prepares and coordinates post-event items, including analysis, debrief meetings, feedback collection, and reporting.
Maintains event planning documents, budgets, vendor lists, vendor contracts, guest lists, RSVP records, and database information, including updating attendance and registration systems such as OwlConnect.
Assists with event setup and breakdown for on- and off-campus events (including transporting favors, programs, and other special event-related items).
Manages purchasing card expenses, supplier contracts, supply orders, vendor payments, reimbursements, invoices, and purchase orders related to events.
Manages comprehensive event logistics and administration for guest speakers, including document requests, travel arrangements, accommodations, meals, payments, and honoraria.
Establishes and maintains relationships with internal and external university partners.
Acts as department representative at cross-departmental project meetings.
Recommends and schedules events in appropriate off-campus and on-campus venues.
May oversee support staff, students, volunteers, and contingent event staff.
Performs all other duties as assigned.
Provides administrative support as needed, including preparing PowerPoint slides, materials, agendas, and coordination of meetings.
Ensures event areas are secured and properly closed/locked at the end and that keys are promptly returned.