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Events Specialist



Position Summary

Have you always dreamed of working for a young, non-profit organization? Are you passionate about technology, innovation, and the city of Houston? The Ion is a 266,000 square foot innovation hub focused on accelerating technology and connecting communities. The Ion is a place where innovators, investors, corporations, community, and innovation-curious people will collide and connect. We strive to create opportunities that encourage and enable everyone to play an active role in solving today's challenges and create opportunities to advance and sustain resilient economic growth in Houston.

To learn more about The Ion, click here: Houston's Innovation Community: Ion District

The Ion is looking to expand the team with an events specialist to join our Events Team that execute high-impact promotions, programs, and events at the Ion. Working directly with the Ion team, this individual will demonstrate the vision, mission, goals, and core values of the Ion while creating a space that fosters an inclusive and diverse environment focused on new economic opportunities in the Houston community. This role will have influence over the processes and tools leveraged to make the Ion successful. This position reports to the associate director, event operations.

The ideal candidate has hands-on experience supporting various digital platforms for events and 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.

Salary

Commensurate with experience and qualifications

Essential Functions
  • Meets with stakeholders to plan scope and format of events, establishes and monitors budgets, and reviews administrative procedures and event progress
  • Serves as project leader on events, coordinating teams that plan, implement, and manage all aspects of events
  • Takes responsibility for budget planning and management, venue management, and equipment and facilities management
  • Builds and maintains relationships with internal and external partners
  • Negotiates vendor contracts to minimize liability and risks
  • Researches and provides recommendations for potential event locations, and evaluate alternatives
  • Procures and coordinates vendor services
  • Performs all other duties as assigned
Additional Functions/Information
  • Executes logistics for meetings, workshops, and events, including, but not limited to, procuring catering services, booking space reservations, overseeing event and audio/visual set-up, scheduling event space set-up and clean-up before and after events, moderation of recurring events, and checking-in event participants
  • Assists with the planning of all programs and events, including the development and coordination of new educational opportunities
  • Collects and monitors incoming event inquiries, and works with associate director, event operations and the Ion leadership team (as needed) to ensure events fit the needs of The Ion’s community
  • Liaises with third-party external groups to host, schedule, and plan high-impact meetings and events, including meetups, accelerator cohorts, and connecting with other partners operating out of The Ion space
  • Assists with event coordination and communications, including tracking and managing space availability, and coordinating with security, loading dock, property management, and event porters
  • Provides building tours and site visits for prospective event hosts and partners of The Ion
  • Assists with monitoring, tracking, and reporting on event and programs metrics and Key Performance Indicators, including attendance, sales, revenue, and costs
  • Maintains The Ion’s calendar of events and promotes events in a cohesive manner consistent with Ion branding across all of Ion’s marketing and communications platforms
  • Works with the Marketing and Communications Team to execute community outreach and social media campaigns that drive event outreach and attendance
Required Qualifications:
  • Bachelor’s degree
  • 1 year of related experience in event management (preferably with corporate events)
  • Ability to manage complex timelines and multiple projects
  • Ability to work both independently and as part of a team
  • Advanced communication and customer service skills
  • Must be well organized and detail oriented
  • Ability to cultivate partnerships
  • Demonstrated high level of confidence in making decisions, good judgment, and innovative and creative problem-solving skills
  • Advanced knowledge of Microsoft Office suite, Google Workspace, and other online documents
  • Availability to work evenings as required and have a flexible schedule
Preferred Qualifications:
  • Two or more years of related experience in event management
  • Hands-on experience providing AV and various digital platform support for events
  • Experience with event management software or space management platform
  • Operates well in a relationship-based environment, with ability to adequately deal with challenging individuals and situations. Demonstrates a high level of emotional intelligence
  • Self-starter who takes initiative, possesses a positive, “can do” attitude and is resilient and adaptable to change
Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and 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.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies

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