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.
The Ken Kennedy Institute, established in 1986, is an interdisciplinary group at Rice University committed to addressing critical global challenges through foundational research in AI and Computing. The Institute, which comprises over 230 faculty members and affiliates, fosters collaborative efforts to drive AI-powered discoveries across diverse scientific disciplines and champions ethical and responsible AI innovation.
We are currently seeking to hire an Events Specialist to work 30 hours per week (with the potential to increase in the future). In this role, you will provide event and administrative support to the Ken Kennedy Institute at Rice University. You will plan and execute events, manage event logistics and vendor services. You will also coordinate travel and itineraries for distinguished visitors, you will process payments, and assist institute leadership as needed.
The ideal candidate takes ownership of their work, has a professional demeanor, is highly organized and detail-oriented, and enjoys coordinating events. The Ken Kennedy Institute puts on a variety of events, including two multi-day, 450-600 person conferences and several lectures, receptions, workshops, and meetings throughout the year. This position will work on a small and collaborative team, primarily with the Director of Operations and the Strategic Partnerships & Communications Manager.
RESPONSIBILITIES:
- Meet with stakeholders to plan scope and format of events (conferences, lectures, receptions, workshops, meetings, etc.)
- Serve as project leader on events, taking responsibility for budget planning, venue management, equipment, and facilities management, and reviewing administrative procedures and event progress
- Build and maintain relationships with internal and external partners, including handling procurement and coordination of vendor services
- Manage event registration and provide technological support on-site as appropriate
- Research and provide recommendations for potential event locations, and evaluate alternatives
- Analyze event data through processing and documenting evaluations and feedback, producing and maintaining databases, and preparing post-event report summaries
- Arrange travel and manage itineraries for distinguished visitors
- Process purchasing card transactions and creates invoices
- Support Institute leadership through managing calendars and meetings as well as preparing requested documents, reports, and presentations as needed
- Facilitate routine communications, such as emails and social media, and update approved web content
- Assist with production (formatting, copying, etc.) and distribution of documents and graphics, such as presentations, conference and seminar materials, reports, brochures, and displays
- Provide administrative assistance for institute leadership and staff
- Maintain office supplies and equipment
- Perform all other duties as assigned
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, administration, and/or marketing (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)
- Ability to prioritize and manage time appropriately to meet expected deadlines across multiple projects
- Demonstrated high level of confidence in making decisions, good judgement, and innovative and creative problem-solving skills for time-sensitive projects
- Ability to work both independently and as part of a team
- Excellent interpersonal, verbal, and written communication skills
- Well organized and detail-oriented
- Proficient computer skills and demonstrated experience with Microsoft Office suite and Google Workspace software
- Self-starter who takes initiative, possesses a positive “can do” attitude, and is adaptable to change and learning new technologies
- Operate well in a relationship-based environment with the ability to adequately handle complex situations
- Experience with database management and event software is preferred
- Experience with social media platforms and graphic/website design tools is preferred
- Experience in events/administration in higher education setting is preferred
Special Note to Applicants: When applying for this role, please attach a cover letter and resume in the Supporting Documents section of the application in a PDF format.
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.