Event Coordinator/ Administrative Assistant
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 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 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.
#HOUGW34
Meet The Recruiter
Michelle Waldron
Operations Manager
Michelle has been with Burnett since 2011 and is currently working as the Operations Manager in the Greenway/ Downtown division. She manages the temp operations staff as well as the direct hire consultants in the office. While at Burnett, she has worked her way up from a Staff Assistant to Staffing Manager to Operations Manager. Michelle specializes in Administrative, HR, Marketing, and Legal positions, which offer her the opportunity to work with a variety of people and help change their lives. Michelle is also involved in managing convention events with clients and her team to ensure a smooth and successful show.
Michelle has excellent client and candidate relationships that maintain year after year. Michelle has twin boy toddlers and is a busy working mother with a passion for her family and career.
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