Events Specialist

Job Description

Job Description

Description : JOB TITLE :

Events Specialist

DEPARTMENT : Marketing

Revision Date : 1 / 13 / 2025

Position Overview

With over 35 years in existence as a 501(c)3 non-profit organization, HASC primarily supports the petrochemical and manufacturing industry domestically and internationally and is positioned along the Houston Ship Channel providing training, occupational medicine, and innovative solutions to industry.

HASC hosts and participates in several events throughout the year.

We are seeking a dynamic and detail-oriented Events Specialist to plan, organize, and execute a variety of events that align with our organization’s goals and vision. The ideal candidate will support event logistics, ensure seamless execution, and provide an exceptional experience for attendees. This role requires strong organizational skills, creativity, a proactive approach to problem solving and the ability to collaborate effectively with cross-functional teams.

Essential Job Responsibilities

• Build and maintain relationships with vendors, including promotional item, printing, and catering suppliers, while overseeing budgets, proposals, and staying informed on industry trends
• Negotiate contracts with vendors, venues and service providers
• Work closely with Sr. Manager of Events and Sponsorships on event details and all aspects including seating, dining, RSVPs, sponsorship recognition, signage, etc.
• Develop detailed timelines, schedules and budgets for each event
• Support event setup, execution and breakdown ensuring all elements run smoothly
• Maintain a working knowledge of the complex needs of a wide variety of events
• Coordinates registration process for sponsors and event participants
• Maintains current knowledge of event planning standards and trends by attending seminars with approval, reading trade publications, etc.
• Responsible for maintaining marketing assets, including monitoring inventory and restocking as needed
• Work closely with marketing and creative services on event promotion strategies including email, social posts, event signage and printing material
• Oversee department inbox, answer incoming calls and respond to inquiries accordingly
• Work cross-functionally with regional counterparts
• Provide support for external conferences and events, including preparation, planning, packing, shipping and unpacking event materials
• Reconcile event-related expenses with internal cross-functional departments
• Perform other related duties as assigned

Preferred Skills & Qualifications

Physical Demands

While performing the duties of this job, the employee is regularly required to read, talk, or hear. The employee is frequently required to stand, walk, sit, reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl. The employee occasionally lifts and / or moves up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

This role is primarily on-site at the HQ campus but includes both in-office work and on-site event coordination and is occasionally required to perform outside of normal business hours, including weekends, specifically as related to events. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Reporting Responsibilities

The Event Specialist will report directly to the Sr. Manager of Events and Sponsorships. This position does not have direct reports.

Requirements :