"Events Specialist"

Position Summary:

Under the supervision of the associate director of events, the Events Specialist is responsible for managing the planning and execution of a portfolio of assigned events for the Public Affairs division that may include presidential, development, student and community events and the related event etiquette and protocols.

The primary job duties of this position include the development of customized event strategies in collaboration with various campus stakeholders to design and execute elevated events that meet their program goals. This position will develop and maintain relationships with on- and off-campus vendors to successfully coordinate a variety of events.

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

Minimum Requirements:

• Bachelor's degree
• Two or more (2+) years professional experience with events management including planning and execution. In lieu of the education/experience requirement, additional related education and/or experience, above and 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

Preferences:

Professional experience working and planning events in a non-profit or higher education environment.

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
• 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
• Demonstrated ability to cultivate partnerships
• Demonstrated high level of confidence in making decisions, good judgment, and innovative and creative problem-solving skills
• Advanced knowledge of Microsoft Office suite and other online documents

Essential Functions:

• Meets with stakeholders to plan scope and format of events, establishes and monitors budgets, and reviews administrative procedures and event progress.
• Serves as project leader on events, coordinating teams that plan, implement, and manage all aspects of events.
• Occasionally supervises the staff of outside vendors or student assistants while providing event services.
• Takes responsibility for budget planning and management, venue management, and equipment and facilities management.
• Builds and maintains relationships with internal and external partners.
• Negotiates vendor contracts to minimize liability and risks.
• Researches and provides recommendations for potential event locations, and evaluates alternatives.
• Procures and coordinates vendor services.
• Performs all 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