Event Specialist

Word on Fire • Irving, TX

1d • Hybrid

About The Position

Word on Fire Catholic Ministries is a nonprofit global media apostolate supporting Bishop Robert Barron and reaching millions of people to draw them into—or back to—the Catholic faith. The Event Specialist reports to the Events Director and serves as the team’s attendee management lead. The role manages event registration, acts as the primary contact for guest relations, and supports vendor and venue coordination, travel and hotel logistics, and administrative planning. The specialist brings a service mindset and ensures complex information is clear and organized.

The position is based in Irving, Texas, and is full-time. It requires up to three trips per quarter, or travel as required by the event schedule, and occasional flexible hours, including evenings and weekends, as needed.

The estimated annual base pay range is $60,000–$75,000. Individual compensation may depend on experience, skills, alignment with the role’s responsibilities, and geographic location. The role may be eligible for annual merit increases based on individual performance.

Word on Fire offers work-from-home Wednesdays and up to 20 additional work-from-home days throughout the year; life, short-term disability, and long-term disability insurance paid in full by Word on Fire; medical, dental, vision, HSA, FSA, accident, critical illness, and hospital indemnity insurance; a retirement plan with a 3% target employer contribution; generous paid time off and paid holidays; paid parental leaves at 100% of base salary; and access to Word on Fire content and resources. The organization prioritizes its Catholic religious mission and may make employment decisions based on an individual's religion and adherence to Catholic Church principles.

Requirements

• At least 2 years of experience in event registration, event coordination, hospitality, or customer service.
• Experience coordinating event logistics, including vendors, venues, hotel room blocks, and travel arrangements.
• Experience building and managing registration forms on event registration platforms such as Cvent, Eventbrite, Swoogo, or similar.
• Basic web knowledge, such as website builders, content management systems, or simple HTML, and ability to work with the Word on Fire technology team on event forms and webpages.
• Strong hospitality instincts and a warm, professional communication style with donors and guests by phone and in high volumes of email inquiries.
• Excellent organizational skills and careful attention to detail, especially with names, counts, and guest data.
• Ability to manage multiple tasks, meet deadlines, and work under pressure during event weeks.
• Proactive problem-solving skills, including anticipating needs and communicating early when issues arise.
• Willingness to work occasional flexible hours, including evenings and weekends, as required.
• Willingness to travel up to 3 times per quarter, or as required by the event schedule.
• Commitment to the mission of Word on Fire.
• Ability to sit or stand for extended periods.
• Ability to operate a computer and other office equipment, involving frequent repetitive hand and wrist motions.
• Ability to communicate with guests and internal and external partners, including exchanging accurate information through clear speech and hearing or understanding verbal communication.
• Ability to walk, bend, stoop, or reach frequently to set up registration desks and event spaces.
• Ability to lift and transport materials weighing up to 25 pounds.

Nice To Haves

• Bachelor's degree in event management, hospitality, communications, or a related field, or equivalent experience.
• Proficiency with Google Workspace (Docs, Sheets, and Drive) and ability to learn new software and systems quickly.
• Experience with CRM or donor database systems.
• Knowledge of the Catholic Church and its teachings.
• Familiarity with the work of Bishop Robert Barron and Word on Fire.

Responsibilities

• Manage end-to-end event registration, including building and testing registration forms, managing invitations and RSVP lists, and producing post-event reports.
• Maintain event attendee databases, keeping guest records, preferences, VIP notes, and rooming lists accurate, current, and consistent across internal systems.
• Handle registration and RSVP correspondence, including confirmation emails, reminders, status updates, and pre-event guest information.
• Serve as the primary contact for attendee and donor inquiries by phone and email, responding promptly and professionally.
• Generate real-time registration and RSVP reports during planning and post-event attendance reports to inform future events.
• Partner with the Word on Fire technology team to design user-friendly, on-brand event registration forms and webpages tailored to each event’s attendee needs.
• Research and recommend improvements to simplify the guest experience and increase team efficiency.
• Coordinate vendors and venues by gathering quotes, tracking contracts, deliverables, and deadlines, and serving as a day-to-day contact for hotels, caterers, audiovisual providers, and other partners.
• Book and manage travel and accommodations for staff, speakers, and VIP guests, including hotel room blocks, flights, and itineraries.
• Provide administrative support, including scheduling vendor meetings and preparing meeting documentation, run-of-show documents, slide decks, and event timelines.
• Manage event inventory and supplies, including gifts, branded items, collateral, and signage, along with packing lists and shipping schedules.
• Support on-site event execution by setting up and running the registration desk, managing check-in, and resolving guest issues calmly and constructively.

Benefits

• Work-from-home Wednesdays and up to 20 additional work-from-home days throughout the year.
• Life, short-term disability, and long-term disability insurance paid in full by Word on Fire.
• Medical, dental, vision, HSA, FSA, accident, critical illness, and hospital indemnity insurance.
• Retirement plan with a 3% target employer contribution.
• Generous paid time off and paid holidays.
• Paid parental leaves at 100% of base salary.
• Access to Word on Fire's content and resources.
• Potential annual merit increases based on individual performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed