Event Coordinator​/ Administrative Assistant

Event Coordinator / Administrative Assistant

Our client is seeking a highly organized and detail-oriented Event Coordinator / Administrative Assistant to support the Human Resources (HR) and Data Analytics & Research (DAR) departments. This role is responsible for planning, coordinating, and executing a variety of meetings, workshops, conferences, training sessions, employee engagement activities, and special events while also providing administrative support to departmental leadership. The ideal candidate will serve as a key liaison between internal teams, external stakeholders, sponsors, exhibitors, vendors, volunteers, and attendees, ensuring successful event execution and a positive participant experience.

Event Planning & Coordination

• Plan, coordinate, and execute internal and external meetings, workshops, conferences, training sessions, employee engagement activities, and special events.
• Develop and manage event calendars, schedules, timelines, and project plans.
• Coordinate event logistics, including venue arrangements, room setup, catering, audiovisual services, registration, transportation, and vendor management.
• Oversee both in-person and virtual events to ensure seamless execution.
• Manage multiple projects simultaneously while meeting deadlines and organizational objectives.

Meeting & Administrative Support

• Prepare meeting agendas, notices, correspondence, presentations, and event-related documentation.
• Coordinate meeting invitations, mailings, and participant communications.
• Attend meetings and events to record and distribute meeting minutes.
• Provide administrative support to department leadership, including special projects and day-to-day operational support.
• Assist with front desk coverage and general office support as needed.

Program Development & Stakeholder Engagement

• Develop event programs and agendas that align with departmental goals and objectives.
• Coordinate speakers, presenters, sponsors, exhibitors, and event participants.
• Serve as the primary point of contact for vendors, partners, sponsors, volunteers, attendees, and external stakeholders.
• Collaborate with Communications teams on event promotion, outreach efforts, marketing materials, and stakeholder engagement initiatives.
• Assist in identifying target audiences and outreach opportunities to maximize event participation.

Event Operations & Customer Service

• Manage attendee registration and participant communications before, during, and after events.
• Provide on-site event coordination, technical support, troubleshooting, and issue resolution.
• Deliver exceptional customer service to attendees, speakers, exhibitors, and stakeholders.
• Coordinate volunteer assignments and event staffing needs as required.

Budget, Contracts & Reporting

• Monitor and track event budgets, expenses, and financial documentation.
• Coordinate vendor invoicing and payment processing.
• Assist with contract administration, procurement activities, and vendor agreements.
• Gather participant feedback and event performance metrics.
• Prepare post-event evaluations, reports, recommendations, and supporting documentation.

Specialized Department Support

Data Analytics & Research (DAR)

• Coordinate Geographic Data Workgroup meetings.
• Assist with planning and execution of the annual Houston Area GIS Day & Expo.
• Collaborate with GIS professionals, technical stakeholders, exhibitors, and community partners.

Human Resources (HR)

• Plan and coordinate employee engagement programs and special events.
• Organize agency-wide activities, including employee picnics, holiday celebrations, recognition programs, wellness initiatives, and other employee-focused events.

Qualifications

Required Qualifications

• Bachelor's degree in Event Management, Business Administration, Communications, Public Administration, or a related field; or an equivalent combination of education and experience.
• Proven experience coordinating meetings, conferences, workshops, and special events.
• Strong organizational, project management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong customer service…