Event Specialist

Reports to Events Director

Word on Fire Catholic Ministries is a nonprofit global media apostolate that supports the work of Bishop Robert Barron and reaches millions of people to draw them into—or back to—the Catholic faith.

Reporting to the Event Director, the Event Specialist acts as the team’s attendee management lead, managing event registration, serving as the primary contact for guest relations, and supporting the team with vendor and venue coordination, travel and hotel logistics, and administrative planning. The Events Specialist operates with a service mindset and ensures complex information is clear and organized.

Location: Irving, TX

Employment Type: Full-time

Responsibilities

• Manage end-to-end event registration, including building and testing registration forms, managing invitation and RSVP lists, and post-event reporting
• Own and maintain event attendee databases, ensuring guest records and preferences, VIP notes, and rooming lists are accurate, up to date, and consistent across internal systems
• Handle all registration and RSVP correspondence, including confirmation emails, reminders, status updates, and pre-event guest information
• Serve as the primary point of contact for attendee and donor inquiries by phone and email, responding in a timely, warm, and professional manner
• Generate real-time registration and RSVP reports during the planning cycle, and produce post-event attendance reports to inform future event
• Partner with the Word on Fire (WOF) technology team to design event registration forms and webpages that capture each event's attendee needs while staying user-friendly and on brand
• Research and recommend improvements that make the guest experience simpler and the team more efficient
• Coordinate event vendors and venues, including gathering quotes, tracking contracts, deliverables, and deadlines, and serving as a day-to-day contact for hotels, caterers, AV, and other partners
• Book and manage travel and accommodations for staff, speakers, and VIP guests, including hotel room blocks, flights, and itineraries
• Provide administrative support to the event team, including scheduling vendor meetings, preparing meeting documentation, run of show documents, slide decks, and event timelines
• Manage event inventory and supplies (e.g., gifts, branded items, collateral, signage), including packing lists and shipping schedules for event material
• Support on-site event execution, including setting up and running the registration desk, managing check-in, and resolving guest issues with a calm, solution-oriented approach

Requirements

• 2 years of experience in event registration, event coordination, hospitality, or customer service
• Experience coordinating event logistics, including vendors, venues, hotel room blocks, and travel arrangements
• Experience building and managing registration forms on event registration platforms (e.g., Cvent, Eventbrite, Swoogo, or similar)
• Basic web knowledge (e.g., website builders, content management systems, simple HTML) and the ability to work with the WOF technology team on event forms and webpages
• Strong hospitality instincts, with a professional and warm communication style when interacting with donors and guests - both over the phone and responding to a high volume of email inquiries
• Excellent organizational skills with careful attention to detail, especially with names, counts, and guest data
• Ability to manage multiple tasks simultaneously, meet deadlines, and work well under pressure during event weeks
• Proactive problem solver who anticipates needs and communicates early when issues arise
• Willingness to work occasional flexible hours, including evenings and weekends, as required
• Travel requirement up to 3 times per quarter, or as required by the event schedule
• Committed to the mission of Word on Fire

Preferred Qualifications

• Bachelor's degree in event management, hospitality, communications, or a related field, or equivalent experience
• Proficiency with Google Workspace (Docs, Sheets, Drive) and the ability to learn new software and systems quickly
• Experience with CRM or donor database systems
• Knowledge of the Catholic Church and its teachings
• Familiarity with the work of Bishop Robert Barron and Word on Fire

Physical Requirements

• Ability to sit or stand for extended periods of time
• Constantly operates a computer and other office equipment, which involves frequent repetitive motions of the hands and wrists
• Frequent communication with guests and internal and external partners; must be able to exchange accurate information, requiring clear speech and the ability to hear or understand verbal communication
• Frequent walking, bending, stooping, or reaching to set up registration desks and event spaces
• Ability to lift and transport various materials weighing up to 25 pounds

Compensation and Benefits

The estimated base pay range for this position is $60,000 - $75,000 annually. Word on Fire determines individual compensation on several factors, including but not limited to, experience, skills, alignment with the role's responsibilities, and geographic location. This role may be eligible for annual merit increases based on individual performance.

Word on Fire also offers its team members a robust benefits package that includes:

• Work-from-home Wednesdays and up to 20 additional work-from-home days throughout the year
• Several 100% Word on Fire-paid insurance benefits: life, short-term disability, and long-term disability
• Other insurance benefits: medical, dental, vision, HSA, FSA, accident, critical illness, and hospital indemnity
• A retirement plan with a 3% target employer contribution
• Generous paid time off and paid holidays
• Paid parental leaves at 100% of base salary
• Access to Word on Fire's incredible wealth of content and resources and more!

Word on Fire is founded upon and intent on prioritizing its Catholic religious mission and principles above all else. Word on Fire's religious mission may therefore require that it make employment decisions based on an individual's religion and adherence to the principles of the Catholic Church.