Events Associate

University of Texas at Austin•UT MAIN CAMPUS, UT

5d•Onsite

About The Position

Support Texas Science & Natural History Museum and Senior Events Program Coordinator in booking, coordinating, and executing the operational needs of events, programs, conferences, meetings, and celebrations to be held at Texas Science & Natural History Museum. Maintain communications with museum and university colleagues, outside parties, and vendors, and produce event reports. The Events Associate will assist the Senior Events Program Coordinator with the full lifecycle of private events held at Texas Science & Natural History Museum. They will build strong, positive client relationships and ensure successful day-of-event operations for the museum.

Requirements

Experience in events, including social and corporate events.
Excellent interpersonal and communication abilities.
Ability to interact and maintain productive working relationships with a various population of staff, clients, visitors, and event vendors.
Ability to learn quickly, be flexible, and apply creative problem-solving skills.
Ability to manage multiple projects at once, ensuring seamless coordination and tracking of all logistics and deliverables from inquiry to execution.
Proficient with Microsoft Office suite.
Comfortable with flexible working during events including working outside of normal office hours; early mornings and late nights will be required.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree from an accredited college or university in Hospitality, Business Administration, Event Management, or a related field.
Experience working with colleagues in sales, marketing and communications.
Experience developing relationships with local vendors.
Experience in managing budgets and tracking expenses.
Experience working with Blackbaud Altru.

Responsibilities

Client intake and event coordination.
Manage client inquiries by phone, email, online, or in person, and maintain client records.
Manage client walk throughs and site-visits.
Assist Senior Events Program Coordinator in processing support documentation with clients.
Collaborate with event owners to ensure that timelines and priorities are met; ensure content, messaging, and services are in place.
Determine on-site staffing needs and communicate schedules/responsibilities.
Prepare reports and identify future improvements.
Oversee on-site event day-of responsibilities for events.
Assist Senior Events Program Coordinator in the supervision and administration of one or more event service areas at the museum.
Manage related museum or university staff and onsite logistics during events.
Oversee the execution of each event, including rehearsals and sound check, load-in/out, set-up, and breakdown.
Establish and maintain effective working relationships with performers' representatives, representatives of private facility users, representatives of other outside agencies, co-workers, subordinates, and other University personnel.
Act as liaison with caterers, florists, entertainment, UT Facilities Services staff, valet parking, dry cleaners, museum volunteers, outside volunteers, and others as needed.
Other Duties as assigned