Events Specialist

Rice University • Houston, TX

10d • Hybrid

About The Position

Under the supervision of the senior director of campus and community engagement
and conference services, the event specialist will ensure seamless support for
the planning and implementation of assigned events and conferences, including
related administrative duties.

The primary job duties of this position include the development and execution of
elevated, customized event strategies in collaboration with internal and
external stakeholders. Responsibilities include planning, organizing, and
executing events and conferences from conception to completion. Tasks include
managing budgets, 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.

Requirements

• Bachelor’s degree
• 2+ years of professional experience in event planning
• 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
• Ability to manage complex timelines and multiple projects
• Ability to work both independently and as part of a team
• Advanced communication and customer service skills
• Efficient event planning and logistics processing skills
• Excellent oral and written communication skills
• Excellent time management skills; well-organized and detail-oriented
• Ability to interact professionally with all levels of internal and external constituents (donors, board/president, community leaders, team members, vendors)
• Familiarity with event etiquette and protocol, including safety
• Demonstrated high level of confidence in decision-making, good judgment, and innovative and creative problem-solving skills
• Demonstrated knowledge of Microsoft Word, Excel, and PowerPoint, with knowledge of Gmail, Google Forms, and related applications
• Must have access to transportation

Responsibilities

• Project coordination for assigned events and conferences, including defining event scope, objectives, timelines, venues, event logistics, budgeting, and all administrative details
• Work consistently with staff, campus partners, volunteers, vendors, and others for the successful implementation of events and conferences. Assist the team with on-site coordination of event logistics, which may require some physical labor
• Prepare advance and on-site materials for conferences and meetings
• Act as a data-proofing agent for both digital and printed marketing materials. Prepare and coordinate post-event items, including analysis and other written materials
• Administrative duties include notifications, agenda preparation, coordinating meeting materials, and event work plans
• Other duties as assigned
• Assists with event setup for on- and off-campus events (including transporting favors, programs, and other special event-related items)

What This Job Offers

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