Event Planner and Program Support

Texas A&M University System • College Station, TX

5d

About The Position

We are seeking a highly organized Event Planner and Program Support professional to join our team at Mays Business School. This role is ideal for someone who excels in a dynamic environment and takes pride in delivering well executed, meaningful events for students, faculty, and industry partners. A significant portion of your responsibilities will focus on planning, managing, and executing a wide range of events that include student workshops, employer engagement programs, networking sessions, and largescale industry gatherings. You will manage event logistics from initial planning through onsite execution, ensuring each program runs smoothly and reflects the high standards of Mays Business School. In addition to event coordination, you will support communications, digital content, stakeholder outreach, and essential office operations such as budgeting, records management, and general administrative tasks. As a primary point of contact for students and visitors, you will help direct individuals to appropriate resources while maintaining a professional and welcoming environment. Our team values collaboration, professionalism, and excellence, and we offer a supportive workplace where initiative is encouraged and growth is possible for those committed to high-impact events and program operations.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• 2 years of demonstrated experience in event coordination, project management, or complex administrative support.
• Flexibility to work extended hours on occasion, including evenings and weekends (7 a.m. to 9 p.m.), to support event execution.
• Occasional in-state travel for networking events.
• Ability to move or lift medium weight objects (e.g., event supplies, marketing materials) as needed for event setup.
• Event Management: Demonstrated ability to plan and execute complex events, including logistics, vendor negotiation, and onsite management.
• Strategic Planning: Ability to analyze past performance and create written plans for operational improvement.
• Communication: Strong verbal and written communication skills, with a professional demeanor when interacting with students, faculty, and executives.
• Technology: Proficiency in office productivity tools (word processing, spreadsheets), survey tools (e.g., Qualtrics), and website content management systems.
• Organization: Strong organizational and time-management skills, with the ability to handle multiple events and deadlines in a fast-paced environment.
• Financial Acumen: Basic knowledge of budget tracking and financial processing.

Nice To Haves

• Bachelor’s degree in Business, Communications, Hospitality Management, or a related field.
• Experience working within a higher education setting or corporate or non-profit environment.
• Experience interacting with corporate partners, executives, or industry boards.
• Experience sharing online calendars.
• Experience with Microsoft Suite.
• Familiarity with Bryan/College Station.
• Experience working with vendors.
• Driver’s License.

Responsibilities

• Coordinates the strategic planning and logistical execution of a comprehensive portfolio of industry-focused and student-focused events for CMIS, SCC, and SSO.
• Manages end-to-end logistics for events, including venue selection and reservations, supply purchases, room layouts, audio/visual requirements, catering services, parking, and access details for events ranging from intimate meetings to large multi-day conferences.
• Collaborates with faculty to integrate event requirements into relevant courses when appropriate, creating and managing signups or required attendance lists and tracking student participation.
• Oversees onsite event operations, serving as the primary point of contact for vendors, speakers, and attendees; troubleshoots issues in real-time to ensure professional execution.
• Takes event photos, manages their archival, and provides support with these assets for social media activity.
• Facilitates end-to-end logistics for students and guests, including email invitations (and reminders), registration processes, the creation of attendee databases, design and printing of name badges and agendas, and management of check-in procedures, etc.
• Coordinates travel arrangements, itineraries, and accommodations for guest speakers, industry board members, and student delegations attending external conferences.
• Conducts post-event participant surveys and comprehensive post-event retrospectives to evaluate success against established metrics; develops and maintains written operational plans to iteratively improve event execution and efficiency over time.
• Manages event-specific staffing, including the recruitment, training, and supervision of student workers and volunteers.
• Develops and implements marketing and communication strategies to promote CMIS, SCC, and SSO activities. This includes writing press releases, designing digital and print marketing and event collateral (e.g., brochures, posters, apparel), and managing weekly social media presence.
• Serves as a primary operational contact for corporate advisory board companies regarding event invitations and participation, and coordinates information flow between companies, faculty, staff, and students.
• Designs and deploys post-event Qualtrics surveys to measure attendee satisfaction and program success; analyzes results to inform strategic improvements for future programming.
• Maintains and updates the digital presence for both CMIS and SCC and assists with managing the digital presence for SSO, ensuring accuracy of websites, event calendars, speaker bios, and news items.
• Coordinates with University or College communications staff to ensure brand compliance and cross-promotion of major news items.
• Coordinates with College Marketing and Communications staff to create and manage digital display of department announcements on hallway monitor.
• Answers phones, greets and assists walk-in traffic, and directs to appropriate resource.
• Manages budgets for all events and administrative functions; ensures expenses remain within allocated funding and processes vendor payments in compliance with University guidelines.
• Oversees the invoicing and collection of membership dues for CMIS and SCC Industry Advisory Boards.
• Manages the administration of student scholarships and awards for CMIS, including the distribution of funds and maintenance of recipient records.
• Maintains official records for CMIS and SCC, including competition scores, scholarship data, and board membership rosters.
• Provides general office support, including equipment maintenance, supply inventory, correspondence, and managing phone and foot traffic.
• Runs errands to support the operations of CMIS, SCC, and SSO.
• Maintains general supplies for special events.
• Graphic design for promotional materials, social media, and swag.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Free exercise programs and release time
• All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level