Assistant Director, Events

Special Instructions to Applicants: All interested applicants must attach one
document in the Supporting Documents section of the application, preferably in
PDF format, to avoid any formatting issues. Please note that the applicant
tracking system does not successfully convert attachments in Word format.

Candidates must submit one PDF in this order:

• a cover letter (maximum one page)
• a resume or curriculum vitae

* names, email addresses, and phone numbers for the three most recent direct
supervisors to serve as references

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, which 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 are reflected
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:
The Office of Access and Institutional Excellence https://aie.rice.edu/ is in
search of an Assistant Director, Events. The Assistant Director, as the project
leader, is responsible for producing high-quality, elevated events from
conception to completion. In coordination with stakeholders, the Assistant
Director executes complex, large-scale, high-profile, campus-wide events,
receptions, lectures, conferences, and panel discussions, including financial
management and administrative duties.

The Assistant Director is responsible for managing budgets and processing
financial transactions, RSVP tracking, acting as a liaison between the office
and external stakeholders, arranging guest travel, post-event surveys and
feedback, attendance check-ins, securing venues, coordinating vendor logistics,
overseeing on-site event execution, and collaborating with campus partners and
volunteers. This position will develop and maintain relationships with on- and
off-campus vendors to successfully coordinate a variety of events.

The position plays an important role in ensuring the successful delivery of
departmental programs, donor engagements, and institutional events that advance
Rice University’s mission and strengthen relationships with key stakeholders.

Ideal Candidate Statement:
The ideal candidate is comfortable working in a fast-paced, collaborative
environment while managing multiple tasks and priorities and must possess strong
verbal and written communication skills, attention to detail, and knowledge of
special event etiquette and diplomatic protocols. They are proactive
problem-solvers and provide reliable administrative and logistical leadership.

Workplace Requirements:

Physical Demands
Classified as LIGHT work, requiring the ability to exert up to 25 lbs
occasionally and walk or stand for up to 8 hours. Additional physical
requirements include manual dexterity; bending, crouching, kneeling; reaching,
climbing, maintaining balance; and lifting/carrying equipment.

Workplace Location:
On-campus position:

* This position is exclusively on-site, requiring all duties to be performed in
person. Per Rice policy 440 https://policy.rice.edu/440, work arrangements
may be subject to change.

* Office hours are Monday through Friday, from 8 a.m. to 5 p.m., with a
one-hour meal break, and variable scheduling based on event needs.

* Frequent evening and weekend work, early mornings, and any assigned shift may
be required to lead events.

* During some weeks, employees will be required to work additional hours to
meet their job responsibilities.

Hiring Salary: $60,000. This position is funded by soft funds. Continued
employment is contingent on the renewal of funding.
*Exempt (salaried) positions under FLSA
https://knowledgecafe.rice.edu/fair-labor-standards-act-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, may be substituted on an equivalent
year-for-year basis.

* 2+ years of experience in event planning

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

License/Certification Requirements:

* Valid Texas driver’s license (or ability to obtain within 30 days of
employment) required, with no more than three moving violations within the
past 36 months and no convictions or deferred dispositions for Driving While
Intoxicated (DWI) or Driving Under the Influence (DUI) within the past five
years

Skills:

• Strong project and event management skills
• Ability to meet deadlines and prioritize

* Ability to accomplish goals by working through formal and informal channels
with diplomacy and tact

• Strong problem-solving and analytical skills
• Advanced customer service skills
• Excellent oral and written communication skills
• Excellent time management skills; well-organized and detail-oriented
• Ability to manage complex timelines and multiple projects
• Ability to work both independently and as part of a team

* Ability to interact professionally with all levels of internal and external
constituents (donors, community leaders, team members, vendors)

• Familiarity with event etiquette and protocol, including safety

* Demonstrated high level of confidence in decision-making, sound judgment, and
innovative, creative problem-solving skills

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

* Demonstrated knowledge of Microsoft Word, Excel, and PowerPoint, as well as
Gmail, Google Forms, and related applications

Preferences:

* Bachelor's degree in Event Management, Hospitality, Marketing, or a related
field

* Experience working in a similar role within a corporate or nonprofit
environment

• Experience in budget management and vendor coordination

* Experience making complex travel and conference arrangements and executing
those arrangements from start to finish

* Strong understanding of event logistics, including AV equipment, catering,
and venue setup

Essential Functions:

* Manages end-to-end event accessibility and ADA compliance by securing
accessible venues, coordinating American Sign Language (ASL) interpreters,
managing dietary restrictions, and ensuring materials accommodate guests

* Works consistently with staff, campus partners, volunteers, vendors, event
planning committee members, and others to ensure successful events; leads
on-site coordination of event logistics, which may require some physical
labor

* Serves as project manager for multiple activities; scopes project tasks,
objectives, and timelines, monitors progress, and meets milestones

* Operates as an account manager on deliverables, program metrics, and status
reports; prepares and coordinates post-event items, including analysis,
debrief meetings, feedback collection, and reporting

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

* Assists with event setup and breakdown for on- and off-campus events
(including transporting favors, programs, and other special event-related
items); must have access to transportation

* Manages purchasing card expenses, supplier contracts, supply orders, vendor
payments, reimbursements, invoices, and purchase orders related to events

* Manages comprehensive event logistics and administration for guest speakers,
including document requests, travel arrangements, accommodations, meals,
payments, and honoraria

* Establishes and maintains relationships with internal and external university
partners

• Acts as department representative at cross-departmental project meetings

* Recommends and schedules events in appropriate off-campus and on-campus
venues

• May oversee support staff, students, volunteers, and contingent event staff
• Performs all other duties as assigned

Additional Functions:

* Provides administrative support as needed, including preparing PowerPoint
slides, materials, agendas, and coordination of meetings

* Ensures event areas are secured and properly closed/locked at the end and
that keys are promptly returned

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits 
https://knowledgecafe.rice.edu/benefits
Rice Mission and Values: Mission and Values | Rice University
https://www.rice.edu/mission-values

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
[jobs@rice.edu] . Thank you for your interest in employment with Rice
University.