Student Events Assistant

University of Texas at Austin

2d•Onsite

About The Position

The Events Assistant supports the Event Manager in planning and executing the Kay Bailey Hutchison Energy Center's industry and alumni events, including signature programs such as the Honoree Dinner, Annual Symposium, and other executive convenings and networking receptions. This role provides hands-on experience in event logistics, public-facing communications, payment tracking, and on-site event operations. The ideal candidate is organized, detail-oriented, and comfortable communicating professionally with the public, vendors, guests, speakers, sponsors, and university staff.

Requirements

Currently enrolled student at The University of Texas at Austin
Strong organizational skills and attention to detail
Reliable, punctual, and able to work independently with minimal supervision
Comfortable communicating professionally with vendors, staff, and guests
Strong professional writing skills for email correspondence with the public
Comfortable with data entry and maintaining accurate records
Able to lift/move up to 25 lbs and be on your feet for extended periods during events
Available to work some evenings and weekends based on the event calendar

Nice To Haves

Prior experience in events, hospitality, customer service, or office administration
Familiarity with Microsoft Office or Google Workspace (Docs, Sheets, Calendar)
Experience with Asana or similar project management tools
Experience with Luma or similar event registration platforms
Proficiency in Excel and event data tracking platforms
Experience with Canva or similar design tools
Major in Marketing, Public Relations, Advertising, or a related field
Career interest in event management or experiential marketing

Responsibilities

Assist the Event Manager with day-to-day planning and preparation for upcoming events
Support room setup and breakdown, including furniture, signage, and event materials
Help respond to email inquiries from the public regarding events, registration, and general information
Help process and track event payment forms, invoices, and related paperwork
Maintain and update event data tracking, including registrations, guest lists, and attendance records
Help coordinate and communicate with vendors (catering, AV, rentals, etc.) to confirm event details, timelines, and delivery/setup logistics
Help serve as an on-site, day-of point of contact for vendors and guests under the direction of the Event Manager
Greet and direct guests, speakers, sponsors, and vendors during events
Troubleshoot minor on-site issues and escalate to the Event Manager as needed
Assist with post-event breakdown, cleanup, and inventory of event supplies
Perform other event-support duties as assigned