Events Specialist I
Rice University, Houston, TX, United States
Position Summary
Rice Alliance is looking for an events specialist to join the team and execute high-impact programs and events. With over 1,000 events, meetings, and programs run out of the Ion annually, the events specialist will work with both the internal Rice Alliance team and external partners to deliver and coordinate a broad range of programming, from fireside chats to executive meetings to multi-day conferences. The Ion serves as both Houston’s Venture Advantage Platform and as a venue and gathering place for innovation, tech, and the broader business community. The events specialist plays an integral role in operating this space. This position reports to the associate director of event operations.
Ideal Candidate Statement The ideal candidate has a strong sense of responsibility and personal ownership, proactively taking prompt and effective action when needed without being asked. Success in this role requires a hands‑on approach to coordinating services, providing on‑site event support, and proactively troubleshooting.
Workplace Requirements This position is exclusively on‑site, requiring all duties to be performed in person at the Ion. Evening events are expected 2–3 times per week. Work arrangements may be subject to change per Rice policy.
Hiring Range Salary commensurate with experience and qualifications. Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum Requirements
Bachelor’s degree
1+ years of related experience in event coordination, administrative support, hospitality, project management, or a related field, preferably with corporate events.
Skills
Ability to manage complex timelines and multiple projects simultaneously.
Ability to work both independently and collaboratively as part of a team.
Advanced communication and customer service skills.
Well‑organized and detail oriented.
Professional, integrity, and sound judgment in supporting meetings and events involving senior leadership and high‑profile guests.
Ability to cultivate partnerships and maintain effective working relationships with tenants, partners, and vendors.
Confidence in decision‑making, good judgment, and innovative and creative problem‑solving skills.
Advanced knowledge of Microsoft Office suite, Google Workspace, and other online documentation tools.
Experience with event management software or space management platforms is a plus.
Availability to work evenings as required and flexibility for early mornings and evenings.
Essential Functions
Execute logistics for meetings, workshops, and events, including procuring catering services, booking space reservations, overseeing event and audio/visual setup, and scheduling event space setup and cleanup before and after events.
Assist with the planning of all programs and events.
Collect and monitor incoming event inquiries and work with the associate director, event operations, and leadership team to ensure events meet the needs of the Ion community.
Liaise with third‑party external groups to host, schedule, and plan high-impact meetings and events.
Provide administrative support, managing the events inbox, maintaining files, and preparing event materials such as name badges, guest lists, and check‑in sheets.
Assist with event coordination and communications, tracking and managing space availability, and coordinating with security, loading dock, property management, and event porters.
Provide building tours and site visits for prospective event hosts and Ion partners.
Assist with monitoring, tracking, and reporting on event and program metrics and key performance indicators: attendance, sales, revenue, and costs.
Maintain the Ion’s calendar of events and promote events in a cohesive manner consistent with Ion branding.
Work with the Marketing and Communications team to coordinate clear event timelines and details for inclusion in community outreach and social media campaigns.
Additional Functions
Liaise with partners to host, schedule, and plan high-impact meetings and events.
Provide monthly event reporting using Tripleseat and Microsoft Excel.
Work with the associate director on weekly event porter staff scheduling and oversee daily tasks.
Assist the marketing team with approving third-party event submission forms on the Ion District website and with event reporting and criteria updates as needed.
Manage event check‑in during hosted events.
Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into its candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.
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Ideal Candidate Statement The ideal candidate has a strong sense of responsibility and personal ownership, proactively taking prompt and effective action when needed without being asked. Success in this role requires a hands‑on approach to coordinating services, providing on‑site event support, and proactively troubleshooting.
Workplace Requirements This position is exclusively on‑site, requiring all duties to be performed in person at the Ion. Evening events are expected 2–3 times per week. Work arrangements may be subject to change per Rice policy.
Hiring Range Salary commensurate with experience and qualifications. Exempt (salaried) positions under FLSA are not eligible for overtime.
Minimum Requirements
Bachelor’s degree
1+ years of related experience in event coordination, administrative support, hospitality, project management, or a related field, preferably with corporate events.
Skills
Ability to manage complex timelines and multiple projects simultaneously.
Ability to work both independently and collaboratively as part of a team.
Advanced communication and customer service skills.
Well‑organized and detail oriented.
Professional, integrity, and sound judgment in supporting meetings and events involving senior leadership and high‑profile guests.
Ability to cultivate partnerships and maintain effective working relationships with tenants, partners, and vendors.
Confidence in decision‑making, good judgment, and innovative and creative problem‑solving skills.
Advanced knowledge of Microsoft Office suite, Google Workspace, and other online documentation tools.
Experience with event management software or space management platforms is a plus.
Availability to work evenings as required and flexibility for early mornings and evenings.
Essential Functions
Execute logistics for meetings, workshops, and events, including procuring catering services, booking space reservations, overseeing event and audio/visual setup, and scheduling event space setup and cleanup before and after events.
Assist with the planning of all programs and events.
Collect and monitor incoming event inquiries and work with the associate director, event operations, and leadership team to ensure events meet the needs of the Ion community.
Liaise with third‑party external groups to host, schedule, and plan high-impact meetings and events.
Provide administrative support, managing the events inbox, maintaining files, and preparing event materials such as name badges, guest lists, and check‑in sheets.
Assist with event coordination and communications, tracking and managing space availability, and coordinating with security, loading dock, property management, and event porters.
Provide building tours and site visits for prospective event hosts and Ion partners.
Assist with monitoring, tracking, and reporting on event and program metrics and key performance indicators: attendance, sales, revenue, and costs.
Maintain the Ion’s calendar of events and promote events in a cohesive manner consistent with Ion branding.
Work with the Marketing and Communications team to coordinate clear event timelines and details for inclusion in community outreach and social media campaigns.
Additional Functions
Liaise with partners to host, schedule, and plan high-impact meetings and events.
Provide monthly event reporting using Tripleseat and Microsoft Excel.
Work with the associate director on weekly event porter staff scheduling and oversee daily tasks.
Assist the marketing team with approving third-party event submission forms on the Ion District website and with event reporting and criteria updates as needed.
Manage event check‑in during hosted events.
Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into its candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.
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