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Event Management Associate

2 months ago

Houston, Texas, United States Rice University Full time
Job Overview

Application Instructions: All candidates are required to submit a cover letter and a resume in the Supporting Documents section of the application in PDF format. Please be aware that the applicant tracking system may not successfully convert attachments in Word format.

Position Overview

The Events Assistant plays a crucial role in delivering logistical support for various functions including lectures, seminars, conferences, and meetings hosted by the Baker Institute for Public Policy. Reporting to the Assistant Director of Events, this position will assist the events team in the planning and execution of successful events, which includes managing guest registration, overseeing check-in processes, and liaising with vendors to ensure a remarkable experience for attendees.

Ideal candidates will possess professional experience in event management, showcasing the ability to engage with a diverse range of individuals and personalities while demonstrating exceptional judgment and discretion.

The Baker Institute for Public Policy is dedicated to providing in-depth policy analysis on significant challenges facing Texas, the U.S., and the global community. Situated on the Rice University campus, the Baker Institute is home to over 200 distinguished experts from academia, the private sector, and government.

Essential Qualifications
  • Bachelor's Degree
    • Additional relevant experience may be considered in lieu of the educational requirement on a year-for-year basis.
  • Minimum of one year of professional experience in event planning and execution
    • Additional relevant education may be considered in lieu of the experience requirement on a year-for-year basis.
Key Skills
  • Proficient in Microsoft Office Suite
  • Exceptional written and verbal communication skills
  • Strong organizational and time management abilities
  • Capability to thrive in a fast-paced environment with tight deadlines
  • Commitment to professionalism, service, and courtesy
Preferred Qualifications
  • At least one year of experience in event or logistics planning within an academic or non-profit context, along with experience hosting dignitaries or VIPs.
  • Certification as a Meeting Professional (CMP) is preferred.
Core Responsibilities
  • Collaborate closely with event hosts, including leadership and program coordinators, to support the planning and execution of successful events.
  • Assist the events team with various logistical tasks related to both digital and in-person events, including online registration, guest check-in, vendor coordination, budgeting, and expense tracking.
  • Adhere to organizational protocols for different event types such as lectures, seminars, conferences, and receptions, in collaboration with internal and external stakeholders.
  • Build and maintain relationships with both internal and external partners.
  • Research and recommend potential event venues, evaluating various options.
  • Procure and coordinate vendor services as needed.
  • Perform additional duties as assigned.
Additional Information
  • Supervise and assign tasks to event-related student interns assisting with Baker Institute events.
About Rice University

Rice University is recognized for its commitment to academic excellence and a vibrant campus life. With a 300-acre campus in Houston, it ranks among the top 20 universities in the nation. The university boasts a low student-to-faculty ratio and a residential college system that fosters a supportive and engaging environment for students through various activities and events.