"Events Specialist"

Position Summary

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.

Ideal Candidate Statement

The ideal candidate is comfortable working in a fast-paced environment while managing multiple tasks and events and must possess strong verbal and written communication skills, attention to detail, and knowledge of special event etiquette and diplomacy protocols.

Workplace Requirements

Hybrid position: This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

Commensurate based on education and experience

*Exempt (salaried) positions under FLSA are not eligible for overtime.*

Minimum Requirements

• Bachelor's degree
• 2+ years of professional experience in event planning
• In lieu of the education/experience requirement, additional related education and/or experience beyond what is required may be substituted on an equivalent year-for-year basis.

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

• 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

Essential Functions

• 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

Additional Functions

• Evening and weekend work is required as needed
• Assists with event setup for on- and off-campus events (including transporting favors, programs, and other special event-related items)
• Must have access to transportation

Special Instructions to Applicants

All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.