Administrative Events Specialist - Houston - Reytec Construction Resources

    Reytec Construction Resources
    Reytec Construction Resources Houston

    10 hours ago

    Description

    Administrative Events Specialist

    We are seeking a highly organized, dependable, and detail-oriented Administrative Events Specialist to join our team. This role is administratively focused, with responsibility for coordinating and supporting a wide range of internal and external events on behalf of the President and CEO. The ideal candidate is a strong administrator, someone who thrives on organization, follow-through, documentation, and process, while also bringing creativity and composure to event execution.

    This position plays a critical role in ensuring seamless planning, coordination, execution, and post-event evaluation, while also providing ongoing administrative support across executive and cross-functional initiatives.

    Key Responsibilities

    • Provide comprehensive administrative support to the Executive Assistant, including document management, scheduling, meeting coordination, and report preparation
    • Maintain accurate records, files, timelines, budgets, and event documentation
    • Track approvals, deadlines, and workflows to ensure timely completion of tasks
    • Manage vendor contracts, invoices, and expense reconciliation related to events
    • Maintain organized inventories for event supplies, materials, and dcor
    • Support administrative projects and initiatives
    • Handle sensitive information with professionalism and discretion

    Event Coordination & Logistics

    • Plan, organize, and execute multiple internal and external events, sometimes concurrently, with a strong emphasis on logistics and execution
    • Develop event timelines, budgets, layouts, and run-of-show documents
    • Coordinate vendors, venues, catering, dcor, and equipment
    • Oversee event setup, execution, and breakdown, remaining calm and solutions-focused under pressure
    • Capture event highlights for internal communications and social media
    • Conduct post-event evaluations and provide summaries, documentation, and recommendations

    Communication & Collaboration

    • Serve as a professional point of contact for vendors, employees, and stakeholders
    • Communicate clearly and effectively before, during, and after events
    • Collaborate with leadership, marketing, and operations teams to ensure alignment and successful outcomes

    Qualifications & Requirements

    • Three (3) or more years of experience in an administrative, event coordination, marketing assistant, or similar support role
    • Strong administrative skillset with exceptional organization, documentation, and follow-through
    • Proven ability to manage multiple priorities and deadlines simultaneously
    • Excellent written and verbal communication skills
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
    • Experience with Canva or similar design tools is a plus
    • Strong attention to detail and ability to maintain confidentiality
    • Bilingual in English/Spanish required
    • Weekend availability required for events
    • Event or corporate environment experience strongly preferred
    • Passion for delivering high-quality service and professional experience

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