Events & Exhibitions Coordinator

The University of Texas at Austin • Austin, TX

19h • Onsite

About The Position

The University of Texas at Austin Lady Bird Johnson Wildflower Center is committed to inspiring the conservation of native plants through its garden, education, research and outreach programs. Founded by Lady Bird Johnson and Helen Hayes in 1982, the Wildflower Center is the state botanic garden of Texas, a treasured Austin gem, and a national leader in the field of native plant education, sustainable landscapes, land restoration and research. It is home to the largest living collection of Texas native plants in the state, welcomes over 276,000 visitors annually, has over 17,000 members and reaches more than 2 million people per year through its website and plant database. The Center is focused on improving landscapes, promoting biodiversity, and connecting people with our environment. Benefits-eligible Wildflower Center staff members enjoy the robust health, vacation, and retirement benefits of The University of Texas at Austin employees. Wildflower Center staff also get free parking and annual membership, discounts on Center classes, access to Wildflower Center featured events, and discounts at the Gift Store. An inspiring and beautiful work environment with outstanding coworkers awaits you. The Events and Exhibitions Coordinator plays a key role in producing the Wildflower Center’s signature exhibitions and supporting a wide range of revenue generating public and private events. This position blends creative development, hands‑on production, and guest‑focused event coordination to deliver memorable experiences that advance the Center’s mission. Working closely with the Director of Hospitality, Events Manager, and cross‑departmental teams, the Coordinator manages exhibition lifecycles, supports event logistics, and ensures smooth, engaging experiences for all visitors.

Requirements

• High School diploma or GED.
• At least 2 years of supporting or coordinating events or exhibitions in hospitality, museums, botanic gardens, or similar.
• Experience managing multiple projects concurrently.
• Must be able to communicate clearly, effectively, and comfortably in written and spoken word with staff, volunteers, and the media, individually and in large or small groups.
• Must be comfortable working outdoors as events and exhibitions are held primarily outdoors.
• Strong computer skills with a high degree of competency in Microsoft Office suite.
• Outstanding organizational skills, attention to detail, problem-solving, and ability to be self-motivated, yet flexible and adaptable to unforeseen challenges.
• Creativity, imagination, and original thinking.
• Must be able to work both independently and with a team.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Bachelor’s degree in Business Administration, Event Planning, Hospitality, Liberal Arts, or a related field.
• Experience in a university, public event venue, botanic garden, or museum setting.
• Proven track record in designing and managing successful events, programs, or exhibitions.
• Project management certification.
• Experience managing art or light show installations in outdoor spaces.
• Experience working with tools.
• Valid Texas driver’s license and clean driving record.

Responsibilities

• Exhibition Planning and Management Plan, facilitate, and execute annual seasonal exhibitions, including Fortlandia, Luminations, Ice Age in the Wild, and new exhibitions.
• Manage exhibition timelines, track expenses, create installation and deinstallation schedules, and serve as a point of contact for vendors and internal team members.
• Oversee installation, maintenance, troubleshooting, and breakdown of exhibitions, ensuring safety and quality standards.
• Collect and submit vendor and artist financial documentation, including invoices, receipts, and payment requests, following Wildflower Center and University of Texas at Austin procedures.
• Prepare post project reports and documentation.
• Participate in concept development for new events exhibitions and related programming.
• Research, evaluate, and recommend new exhibition ideas, materials, and approaches.
• Collaborate with internal teams and community partners to shape visitor centered experiences.
• Support the planning and execution of guest facing programs and events.
• Coordinate event logistics, including setup, breakdown, vendor coordination, and on site support.
• Work with the Events Manager to schedule Guest Experience Associates (GEAs) and event staff.
• Ensure exhibitions and events operate cohesively, especially during peak seasons.
• Train and direct GEAs, temporary staff, and volunteers assisting with exhibitions and events.
• Coordinate volunteer support with the Volunteer Manager.
• Communicate schedules, expectations, and updates across departments.
• Provide on site management during exhibition runs and events, offering technical, staff, and guest support.
• Troubleshoot issues related to installations, equipment, and visitor flow.
• Maintain a visible presence during high traffic periods.
• Participate in interdepartmental meetings and presentations.
• Support exhibition related programming as needed.
• Perform other duties as assigned.

Benefits

• Benefits-eligible Wildflower Center staff members enjoy the robust health, vacation, and retirement benefits of The University of Texas at Austin employees.
• Wildflower Center staff also get free parking and annual membership, discounts on Center classes, access to Wildflower Center featured events, and discounts at the Gift Store.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED