Events Specialist

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, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. 

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary:

Under the supervision of the director of special 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:

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 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. 

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

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