Job Description

Events Assistant [JRP-08115]

Boasting a 300-acre tree-lined campus in Houston, 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.

The Baker Institute for Public Policy provides rigorous policy analysis on the most critical challenges facing Texas, the U.S., and the world. Located on the campus of Rice University, the Baker Institute is home to more than 200 leading experts from academia, the private sector, and government.

We are currently seeking to hire an Events Assistant. In this role, you will be responsible for providing logistical support for lectures, seminars, conferences, meetings, and other functions hosted or co-hosted by the Baker Institute for Public Policy. Under the supervision of the Assistant Director of Events, you will help the institute’s events team plan and execute events including managing guest registration, supervising check-in, and coordinating with vendors to create an exceptional event experience for institute guests. The selected candidate will have professional event management experience with a demonstrated ability to work with diverse individuals and personalities with exceptional judgment and discretion.

RESPONSIBILITIES:

• As assigned by the Assistant Director of Events, work closely with the event host(s) — including the Baker Institute leadership team, research fellows, program coordinators, or various outside groups to support the planning and execution of successful events
• Assist the events team in completing various logistical tasks relating to Baker Institute digital and in-person events including online registration, guest check-in, vendor support, budgeting, and expense reconciliation
• Follow organizational procedures for various event types — lectures, seminars, conferences, meetings, dinners, reception, distinguished visitors, or staff events in coordination with both internal and external contacts
• Build and maintain relationships with internal and external partners
• Research and provide recommendations for potential event locations, and evaluate alternatives
• Procure and coordinate vendor services
• Supervise and task event-related student interns assigned to help with Baker Institute events
• 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)
• One year of professional experience planning and implementing 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)
• Working knowledge of Microsoft Office Suite
• Excellent written and verbal communication
• Strong time management and organizational skills
• Ability to work in a busy environment with deadlines
• Dedication to service, professionalism, and courtesy
• At least one year of event/logistics planning in an academic or non-profit setting as well as prior experience hosting dignitaries or other VIPs is preferred
• Certified Meeting Professional (CMP) License is preferred

Special Note to Applicants: When applying for this role, please attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully.

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

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