Assistant Director, Events
Job Description
Special Instructions to Applicants: All interested applicants must attach one document in the Supporting Documents section of the application, preferably in PDF format, to avoid any formatting issues. Please note that the applicant tracking system does not successfully convert attachments in Word format.
Candidates must submit one PDF in this order:
- a cover letter (maximum one page)
- a resume or curriculum vitae
- names, email addresses, and phone numbers for the three most recent direct supervisors to serve as references
About Rice:
Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio and a residential college system, which supports students intellectually, emotionally, and culturally through social events, intramural sports, student plays, lecture series, courses, and student government.
Position Summary:
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.
Ideal Candidate Statement:
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.
Workplace Requirements:
Workplace Location: On-campus position: This position is exclusively on-site, requiring all duties to be performed in person. Office hours are Monday through Friday, from 8 a.m. to 5 p.m., with a one-hour meal break, and variable scheduling based on event needs. Frequent evening and weekend work, early mornings, and any assigned shift may be required to lead events.
Hiring Salary: $60,000. This position is funded by soft funds. Continued employment is contingent on the renewal of funding.
Minimum Requirements:
- Bachelor’s degree
- 2+ years of experience in event planning
License/Certification Requirements:
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.
Skills:
Strong project and event management skills; Ability to meet deadlines and prioritize; Strong problem-solving and analytical skills; Advanced customer service skills; Excellent oral and written communication skills; Excellent time management skills; 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; Familiarity with event etiquette and protocol, including safety; Experience with data entry, database management; Demonstrated knowledge of Microsoft Word, Excel, and PowerPoint, as well as Gmail, Google Forms, and related applications.
Preferences:
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; Strong understanding of event logistics, including AV equipment, catering, and venue setup.
Essential Functions:
- Manages end-to-end event accessibility and ADA compliance
- Works consistently with staff, campus partners, volunteers, vendors, event planning committee members, and others to ensure successful events
- Serves as project manager for multiple activities
- Maintains event planning documents, budgets, vendor lists, vendor contracts, guest lists, RSVP records, and database information
- 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
- May oversee support staff, students, volunteers, and contingent event staff
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