Event Coordinator/Administrative Assistant - TEMP Position

The Houston-Galveston Area Council (H-GAC) is seeking an organized and detail-oriented Event Coordinator to plan and manage agency meetings, workshops, and conferences for our Human Resources (HR) and Data Analytics & Research (DAR) departments. This position will ensure the successful planning and execution of events that foster collaboration and knowledge-sharing within the agency and the communities of our region.

Key Responsibilities

ü Plan and coordinate internal and external events, including workgroup meetings, workshops, conferences, employee gatherings, and other activities.

ü Manage calendar activities and schedules in support of meetings and events, both, internally and externally.

ü Create meeting agendas, prepare meeting mailouts, and take meeting minutes.

ü Design event agendas and related materials, organize speaker sessions, prepare program materials, coordinate with exhibitors, and secure sponsorships.

ü Collaborate with Communications on outreach strategies, design of distribution materials, and identification of focus groups.

ü Plan and oversee on-site and virtual event logistics, including registration, technical support, troubleshooting, and issue resolution.

ü Collect and analyze feedback for post-event reports and recommendations.

ü Serve as the primary liaison between H-GAC, event co-organizers, external stakeholders, volunteers, sponsors, and attendees.

ü Provide administrative support as needed, including front desk support if/when needed.

Qualifications

ü  Bachelor’s degree in Event Management or equivalent professional experience.

ü  Proven experience in coordinating events, preferably in technical fields.

ü  Strong organizational and communication skills.

ü  Proficiency in event management tools and Microsoft Office Suite.

ü  Ability to occasionally work flexible hours, including evenings and weekends, as needed.

Nice to Have

ü Degree in Geography, GIS, Earth Sciences, or related field.

ü Prior work exposure to geographic / geospatial data /GIS/ Event Planning/ HR.

ü Experience with GIS-related event coordination.

Work Environment:

ü  This position will be located at our main office at 3555 Timmons Lane Houston, TX 77027.

ü  Requires occasional travel within the region and extended hours during events.

* For DAR this will specifically include the Geographic Data Workgroup meetings and annual Houston Area GIS Day & Expo.

*For HR, this will specifically include employee engagement events, such as planning the annual agency picnic, holiday events, and miscellaneous employee engagement activities.