Events Specialist I

Special Instructions to Applicants:
All interested applicants should attach a résumé and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

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 that supports students intellectually, emotionally, and culturally through social events, intramural sports, student plays, lecture 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:
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 Rice Alliance 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, event operations.

The Ion is the namesake building of the Ion District, a 16-acre innovation district in Midtown, powered by Rice University. Designed to connect entrepreneurs, academia, investors, and corporations to address global challenges, the building offers high-quality programming and events, coworking and office space, and community amenities. This activation is led by the Rice Alliance for Technology and Entrepreneurship, Rice University’s nationally recognized entrepreneurship initiative.

The Rice Alliance brings together people, expertise, capital, corporate, and community partners into a single coordinated system activated through helping founders gain advantages and compound impact. This is Houston’s Advantage Platform. We deliver the structures, relationships, and experiences that accelerate learning, traction, investment, and scale for high-potential startups. By doing so, we strengthen Houston’s ability to sustainably launch and grow thriving ventures that deliver local, national, and global impact.

We believe that when people are activated around meaningful work, it creates an economic engine that generates an abundance of opportunities for our community to prosper. We exist to help people pursue their life’s work.

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, necessitating all duties to be performed in person at the Ion. Evening events are expected 2–3 times per week. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: Hiring salary commensurate with experience and qualifications

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor’s degree

  • In lieu of the education requirement, additional related experience above and beyond what is required, on an equivalent year-for-year basis, may be substituted

• 1+ years of related experience in event coordination, administrative support, hospitality, project management, or a related field, preferably with corporate events

  • In lieu of the experience requirement, additional related education above and beyond what is required, on an equivalent year-for-year basis, may be substituted

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

• Must be well organized and detail oriented

• Demonstrates professionalism, integrity, and sound judgment when 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

• Demonstrates a high level of confidence in decision-making, good judgment, and innovative and creative problem-solving skills

• Advanced knowledge of the 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, but not limited to, 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 the Rice Alliance leadership team (as needed) 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, including meetups, accelerator cohorts, and partner organizations operating out of the Ion space

• Provide administrative support, including 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, including tracking and managing space availability and coordinating with security, the 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, including attendance, sales, revenue, and costs

• Maintain the Ion’s calendar of events and promote events in a cohesive manner consistent with Ion branding across all Ion marketing and communications platforms

• 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, including board meetings, leadership workshops, and roundtables at the Ion

• Provide monthly event reporting using Tripleseat and Microsoft Excel

• Work with the associate director, event operations, 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 HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our 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.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.