Events Specialist

Special Instructions to Applicants:

All interested applicants should attach a resume 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. These 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

Under the supervision of the Director of Special Events, the Event Specialist on the Office of the President Events team provides logistical, administrative, and planning support for high-profile university events and presidential initiatives. This role supports the coordination and execution of a wide range of events hosted by the Office of the President and the Development and Alumni Relations division, assisting with administrative support, vendor coordination, venue logistics, RSVP tracking, and on-site event operations. The position plays an important role in ensuring the successful delivery of presidential programs, donor engagements, and institutional events that advance Rice University’s mission and strengthen relationships with key stakeholders.

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment. They are a proactive problem solver with strong communication skills who can manage multiple priorities, support high-profile events with professionalism, and provide reliable administrative and logistical coordination.

Workplace Requirements

This position is offered as a hybrid role, combining both in-office and remote work to support flexibility and collaboration. Per, work arrangements may be subject to change. This role may require occasional evening or weekend hours to support events, as well as limited travel as needed to support university programs.

Hiring Range: It has an expected minimum salary of $50,000, dependent on experience and qualifications
*Exempt (salaried) positions under are not eligible for overtime.

Minimum Requirements

• Bachelor’s degree

• 1+ years of related experience in event coordination, administrative support, hospitality, project coordination, or a related field

Skills:

• Ability to manage timelines, meet deadlines, and coordinate multiple projects simultaneously

• Highly organized with strong attention to detail and accuracy

• Demonstrates professionalism, integrity, and sound judgment when supporting events involving senior leadership, donors, and high-profile guests

• Strong communication and customer service skills

• Ability to work both independently and collaboratively as part of a team

• Ability to build and maintain effective working relationships with campus partners and vendors

• Experience with data entry, database management, and maintaining organized records

• Proficiency in Microsoft Office and online collaboration tools

Preferences:

• Experience with Blackbaud CRM, Cvent, or similar event and donor management systems is a plus

Essential Functions

• Supports the planning and execution of presidential and university events by assisting with timelines, logistics, and event coordination

• Maintains event planning documents, guest lists, RSVP records, and database information, including updating attendance and registration systems such as OwlConnect

• Provides administrative support to the events team, including managing the department inbox, coordinating calendars, maintaining files, and responding to inquiries

• Assists with preparation of event materials such as name badges, guest lists, and event documentation

• Coordinates event logistics, including vendor communication, venue details, supply management, and on-site event support

• Tracks event-related information, including attendance counts, logistical updates, and planning documentation for event leads

• Supports event setup, execution, and breakdown to ensure a high-quality guest experience

• Performs all other duties as assigned