Events Manager, Kay Bailey Hutchison Energy Center

University of Texas at Austin

1d•$65,000 - $70,000•Hybrid

About The Position

The Kay Bailey Hutchison Energy (KBH) Center seeks to be the pre-eminent energy center at the intersection of energy, business, law, and policy. The focus of the center is education for students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today. This position manages the planning and execution of the KBH Energy Center’s industry and alumni events, which represent a significant component of the Center’s annual programming and external engagement. Working under the direction of the Managing Director, the role oversees logistics, vendor coordination, budgeting, speaker and panelist support, and on-site event execution to ensure high-quality, professional programs. The position also supports sponsor engagement related to major events, including coordination of sponsor benefits and ongoing communication. The individual in this role will interact regularly with industry professionals, alumni, and University partners, and must be capable of independently managing complex projects while aligning with the Center’s strategic priorities as set by leadership.

Requirements

Bachelor’s degree and at least five years of experience coordinating or administering programs, events, or related activities.
Proven ability to manage multiple projects simultaneously, prioritize competing responsibilities, and consistently meet deadlines in a fast-paced environment.
Demonstrated experience planning or supporting complex programs or events requiring detailed coordination and organization.
Strong written and verbal communication skills, with the ability to work independently while collaborating effectively in a team-oriented environment.
Demonstrated experience providing professional customer service and maintaining positive relationships with internal and external stakeholders.
Experience organizing, maintaining, and accurately tracking data and records.
Proficiency in Microsoft Office applications (Word, Excel, Outlook) and ability to learn and use event management or registration systems and other relevant technologies.
Relevant education and experience may be substituted as appropriate.
Applicants must be legally authorized to work for any employer in the United States.
This position is not eligible for sponsorship of work visas.
A criminal history background check will be required for finalist(s) under consideration for this position.
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.
You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.
Documents need to be presented no later than the third day of employment.
Failure to do so will result in loss of employment at the university.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015.

Nice To Haves

More than five years of experience planning and executing professional events, conferences, or programs involving external stakeholders.
Demonstrated ability to manage events from concept through execution, including coordinating logistics, vendors, and budgets.
Experience supporting speaker, panelist, or VIP coordination for professional programs or conferences.
Experience working with corporate sponsors or external partners, including tracking commitments and fulfilling agreed-upon benefits.
Demonstrated ability to build and maintain positive professional relationships with industry representatives, alumni, or other external stakeholders.
Experience working within The University of Texas at Austin policies, procedures, and administrative systems.
Experience supervising student workers, interns, or temporary staff in support of events or programs.

Responsibilities

Leads all phases of KBH Energy Center industry and alumni events, including the Honoree Dinner, Annual Symposium, regional programs, executive convenings, industry panels, networking receptions, and other signature initiatives.
Develops comprehensive event plans, timelines, production schedules, and detailed run-of-show documents to ensure seamless execution of high-profile programs.
Manages speaker and panelist relations, including outreach, confirmations, briefing materials, coordination of logistics and travel, preparation calls, and on-site hosting.
Serves as the primary point of contact for speakers, moderators, sponsors, and VIP guests, ensuring a professional, high-touch experience that reflects the stature of the Center and The University of Texas at Austin.
Oversees vendor selection and management (venues, catering, A/V production, staging, décor, photography, etc.), including contract negotiation and compliance with University policies and procedures.
Develops and manages event budgets; tracks revenue and expenses; ensures fiscal responsibility and alignment with approved financial plans.
Manages registration platforms, guest lists, seating strategies, sponsor recognition execution, and on-site logistics.
May oversee student workers, interns, or temporary event staff in support of event execution.
Collaborates with the Executive Director and Managing Director to evaluate and enhance existing events/programs and develop new, mission-aligned initiatives that advance the Center’s strategic objectives.
Tracks and reports key metrics including attendance, sponsorship revenue, engagement outcomes, and post-event evaluations to inform future planning.
Coordinates across University units (President’s Office, Provost’s Office, Development, Communications, McCombs, and other campus partners) to align messaging, branding, and stakeholder engagement.
Recommends and implements operational improvements to increase efficiency, professionalism, and overall program impact.
Manages existing and cultivates new event sponsors and corporate partners in coordination with Center leadership.
Supports sponsorship outreach for major programs, including preparing proposals and materials, tracking commitments, and ensuring fulfillment of sponsor benefits.
Oversees sponsor recognition strategy (branding placement, speaking roles, reserved seating, collateral inclusion, etc.) and ensures delivery of agreed-upon benefits.
Maintains proactive communication and stewardship with corporate sponsors related to event engagement and corporate membership participation.