Event Coordinator/ Administrative Assistant

Burnett Staffing Specialists; Houston (TX); On-site; USD 23,000 - 32,000; Part time

Benefits offered by this job

Free parking

Job summary

Burnett Staffing Specialists in Houston, TX, seeks an Event Coordinator / Administrative Assistant (Temporary) to support HR and Data Analytics & Research. This 6-month contract involves planning, coordinating, and executing meetings, conferences, training sessions, and employee engagement events on-site.

The role requires strong organization, communication, and project management skills, plus proficiency with Microsoft Office. Occasional after-hours and local travel may be required.

Qualifications

• Bachelor's degree in Event Management, Business Administration, Communications, Public Administration, or related field; or equivalent 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; Outlook, Word, Excel, PowerPoint, and Teams.
• Strong customer service and stakeholder relationship management skills.

Responsibilities

• Plan, coordinate, and execute internal and external meetings, workshops, conferences, training sessions, employee engagement activities, and special events.
• Develop 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Organizational skills

Project management

Multitasking

Written & verbal communication

Microsoft Office proficiency

Education

Bachelor's degree in Event Management or related field

Tools

Microsoft Office Suite

Job description

Event Coordinator / Administrative Assistant (HR & Data Analytics & Research) - Temporary Contract Position

Type: Temporary/Contract (6 Months) – With a possibility of going direct/permanent
Location: Greenway Area, Houston, TX
Schedule: Monday-Friday, 8:00 AM - 5:00 PM
Pay Rate: $19.56/hour
Work Arrangement: 100% On-Site
Parking: Free/Validated Parking Provided
Pre-Employment Requirement: Drug Screen Required

Position Summary

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.

Key Responsibilities

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

• 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 and stakeholder relationship management skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience coordinating events in a government, nonprofit, technical, or professional services environment.
• Exposure to Human Resources, employee engagement, or organizational development initiatives.
• Knowledge of GIS, geospatial data, geography, Earth sciences, or related fields.
• Experience supporting GIS-related meetings, conferences, expos, or technical events.
• Familiarity with event management systems, registration platforms, and virtual meeting technologies.

Work Environment

Primarily office-based with regular event coordination responsibilities. Occasional travel within the Houston area. Flexibility to work evenings and weekends in support of events and special projects. Ability to balance administrative responsibilities with hands-on event execution.

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