Assistant Director for Ceremonial & Reputational Events

University of Texas at Austin

2d•Onsite

About The Position

The Assistant Director for Ceremonial & Reputational Events leads the planning, execution, and continuous improvement of high-visibility university events that advance institutional reputation, recognize excellence, and strengthen engagement with key campus and external stakeholders. This portfolio includes university awards programs, ceremonial events, faculty engagement events, and other events as assigned. The Assistant Director manages complex event logistics, project timelines, budgets, vendor coordination, documentation, stakeholder communications, and on-site execution while ensuring alignment with university priorities and standards. The role builds strong relationships with colleagues, campus partners, university services, external vendors, and senior-level stakeholders to support seamless collaboration across all phases of event production. Working closely with UEE leadership and finance, the Assistant Director helps ensure accurate record, policy compliance, post-event reconciliation, and consistent delivery of polished, mission-aligned events that reflect the university’s values and reputation. This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

Requirements

Bachelor’s degree or equivalent experience in event management, hospitality, operations, communications, higher education administration, or a related field.
At least four years of experience in event management, hospitality, operations, advancement, higher education, or a comparable role supporting complex or high-visibility events.
Demonstrated ability to manage complex event logistics, production schedules, budgets, stakeholders, vendors, and competing priorities with professionalism and discretion.
Strong organizational, interpersonal, written, and verbal communication skills, including the ability to support senior-level campus partners and executive-facing events.
Experience coordinating event planning meetings, developing agendas and production documents, and managing follow-up across multiple stakeholders.
Proficiency in Microsoft Office Suite, calendar management, project management systems, document management platforms, and event/project management tools.
Proven ability to exercise sound judgment, solve problems, and adapt in fast-paced, highly visible event environments.
Experience coordinating logistics, site planning, vendor services, staffing, and on-site execution.
Skilled in maintaining standard operating procedures, event records, and post-event documentation.
Demonstrated commitment to professionalism, accountability, confidentiality, and excellent service to stakeholders.
Ability to lift 30 pounds or more, as needed.
Willingness and availability to work nights, weekends, and travel as required to support events execution.

Nice To Haves

Six or more years of experience managing high-profile, ceremonial, reputational, academic, advancement, or executive-facing events.
Experience supporting faculty engagement, awards programs, recognition events, or strategic engagement events in a university setting.
Experience working with senior university leadership, faculty leaders, advancement partners, or other executive-level stakeholders.
Proven experience managing event budgets, production schedules, project plans, vendor relationships, and real-time coordination for complex events.
Proficiency with Box or other cloud-based document management systems for organizing event files and records.
Proven ability to independently manage all aspects of event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing, entertainment bookings, guest experience, and on-site execution.
Familiarity with state and university procurement policies and procedures.
Strong problem-solving skills and the ability to adapt to evolving event requirements while maintaining a high standard of service and professionalism.
Experience supervising or coordinating student volunteers, interns, temporary staff, or event support teams.

Responsibilities

Lead planning and execution for ceremonial and reputational events, including university awards programs, faculty engagement, and other events as assigned.
Serve as primary project lead for assigned events, managing timelines, production schedules, budgets, task lists, approvals, and deliverables from planning through close-out.
Build and maintain strong working relationships with campus partners, University services, faculty stakeholders, student organizations, vendors, and internal colleagues.
Coordinate planning and post-event meetings; prepare agendas, briefings, production documents, and follow-up materials as needed.
Manage event documentation, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, photos, and final records.
Coordinate event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, entertainment bookings, guest experience, and event-day operations.
Support procurement, organization, and distribution of event materials, awards, recognition items, and related supplies.
Provide leadership during on-site execution, including vendor coordination, volunteer management, setup oversight, guest and stakeholder experience.
Submit purchase request, contracts, payment requests, and financial documentation in compliance with University, State, and internal procedures.
Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, event records, and lessons learned.
Additional duties as assigned.