Events Assistant

Heat Transfer Research, Inc.; Navasota (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Heat Transfer Research, Inc. in Navasota, TX, seeks an Events Coordinator to plan, coordinate, and execute corporate events at the HQ.

You will research venues, draft materials, manage registrations, and coordinate sponsorship fulfillment with the Conferences & Travel Manager. You will liaise with caterers, transportation and AV providers, maintain schedules, prepare itineraries, and support onsite event setup, flow, and teardown.

Qualifications

• High school diploma or equivalent with two years in corporate hospitality.
• Proficient in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint).
• Strong organizational and communication skills.
• Detail-oriented with ability to multitask under tight deadlines.
• Creative problem-solving and adaptability.

Responsibilities

• Research venues and surrounding areas, create meeting room diagrams, draft food/beverage orders, create event materials, monitor event registration, and manage sponsorship fulfillment.
• Assist in contacting caterers, ground transportation providers, and audio-visual companies; track contract deliverables for each.
• Maintain event schedules, update databases, draft itineraries, and prepare meeting and promotional materials.
• Assist Manager, Conference & Travel with scheduling meetings, taking notes, and tracking action items.
• Help with event setup, manage registration tables, facilitate event flow, and assist with teardown and cleanup.
• Resolve minor day-of issues and run necessary errands for Manager, Conferences & Travel.

Skills

Organization

Communication

Attention to detail

Time management

Problem solving

Adaptability

Multitasking

Education

High school diploma or equivalent

Associate's degree in hospitality, marketing, or communications

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Microsoft Access

OneNote

Job description

HTRI seeks an individual to support the planning, coordination, and execution of various internal and external corporate events. This position is based at our Navasota, Texas headquarters.

Principal Responsibilities

• Help research venues and surrounding areas, create meeting room diagrams, draft food/beverage orders, create event materials, monitor event registration, and manage sponsorship fulfillment.
• Assist in contacting caterers, ground transportation providers, and audio-visual companies; track contract deliverables for each.
• Maintain event schedules, update databases, draft itineraries, and prepare meeting and promotional materials.
• Assist Manager, Conference & Travel with scheduling meetings, taking notes, and tracking action items.
• Help with event setup, manage registration tables, facilitate event flow, and assist with teardown and cleanup.
• Resolve minor day-of issues and run necessary errands for Manager, Conferences & Travel.

Qualifications

• High school diploma or equivalency and two years in corporate hospitality
• Professional experience with Microsoft® Office 365® (Word, Excel, Outlook, and PowerPoint)
• Strong organization and communication skills
• Attention to detail and ability to handle multiple tasks under tight deadlines; ability to prioritize workloads with good time management
• Creative problem-solving skills and adaptability to changing circumstances

Preferred but not essential

• Prior experience with event planning/coordination
• Associate's degree in hospitality, marketing, or communications
• Professional experience with Microsoft Access and OneNote
• Professional interpersonal skills for interacting with clients, vendors, and attendees

Individual must already have authorization to work in the United States without visa sponsorship.

EOE/m/f/h/v
HTRI is a smoke-free/vaping-free workplace