Events Specialist I

Rice University•Houston, TX

1d•Onsite

About The Position

Rice Alliance is looking for an events specialist to join the team and execute high-impact programs and events. With over 1,000 events, meetings, and programs run out of the Ion annually, the Rice Alliance events specialist will work with both the internal Rice Alliance team and external partners to deliver and coordinate a broad range of programming, from fireside chats to executive meetings to multi-day conferences. The Ion serves as both Houston’s Venture Advantage Platform and as a venue and gathering place for innovation, tech, and the broader business community. The events specialist plays an integral role in operating this space. This position reports to the associate director, event operations. The Ion is the namesake building of the Ion District, a 16-acre innovation district in Midtown, powered by Rice University. Designed to connect entrepreneurs, academia, investors, and corporations to address global challenges, the building offers high-quality programming and events, coworking and office space, and community amenities. This activation is led by the Rice Alliance for Technology and Entrepreneurship, Rice University’s nationally recognized entrepreneurship initiative. The Rice Alliance brings together people, expertise, capital, corporate, and community partners into a single coordinated system activated through helping founders gain advantages and compound impact. This is Houston’s Advantage Platform. We deliver the structures, relationships, and experiences that accelerate learning, traction, investment, and scale for high-potential startups. By doing so, we strengthen Houston’s ability to sustainably launch and grow thriving ventures that deliver local, national, and global impact. We believe that when people are activated around meaningful work, it creates an economic engine that generates an abundance of opportunities for our community to prosper. We exist to help people pursue their life’s work.

Requirements

Bachelor’s degree
In lieu of the education requirement, additional related experience above and beyond what is required, on an equivalent year-for-year basis, may be substituted
1+ years of related experience in event coordination, administrative support, hospitality, project management, or a related field, preferably with corporate events
In lieu of the experience requirement, additional related education above and beyond what is required, on an equivalent year-for-year basis, may be substituted
Ability to manage complex timelines and multiple projects simultaneously
Ability to work both independently and collaboratively as part of a team
Advanced communication and customer service skills
Must be well organized and detail oriented
Demonstrates professionalism, integrity, and sound judgment when supporting meetings and events involving senior leadership and high-profile guests
Ability to cultivate partnerships and maintain effective working relationships with tenants, partners, and vendors
Demonstrates a high level of confidence in decision-making, good judgment, and innovative and creative problem-solving skills
Advanced knowledge of the Microsoft Office suite, Google Workspace, and other online documentation tools
Availability to work evenings as required and flexibility for early mornings and evenings

Nice To Haves

Experience with event management software or space management platforms is a plus

Responsibilities

Execute logistics for meetings, workshops, and events, including, but not limited to, procuring catering services, booking space reservations, overseeing event and audio/visual setup, and scheduling event space setup and cleanup before and after events
Assist with the planning of all programs and events
Collect and monitor incoming event inquiries and work with the associate director, event operations, and the Rice Alliance leadership team (as needed) to ensure events meet the needs of the Ion community
Liaise with third-party external groups to host, schedule, and plan high-impact meetings and events, including meetups, accelerator cohorts, and partner organizations operating out of the Ion space
Provide administrative support, including managing the events inbox, maintaining files, and preparing event materials such as name badges, guest lists, and check-in sheets
Assist with event coordination and communications, including tracking and managing space availability and coordinating with security, the loading dock, property management, and event porters
Provide building tours and site visits for prospective event hosts and Ion partners
Assist with monitoring, tracking, and reporting on event and program metrics and key performance indicators, including attendance, sales, revenue, and costs
Maintain the Ion’s calendar of events and promote events in a cohesive manner consistent with Ion branding across all Ion marketing and communications platforms
Work with the Marketing and Communications team to coordinate clear event timelines and details for inclusion in community outreach and social media campaigns
Liaise with partners to host, schedule, and plan high-impact meetings and events, including board meetings, leadership workshops, and roundtables at the Ion
Provide monthly event reporting using Tripleseat and Microsoft Excel
Work with the associate director, event operations, on weekly event porter staff scheduling and oversee daily tasks
Assist the marketing team with approving third-party event submission forms on the Ion District website and with event reporting and criteria updates as needed
Manage event check-in during hosted events