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Assistant AD or Sr. Director for Bookings & External Event Management

University of Arkansas•Fayetteville, AR
•Onsite
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About The Position

The Assistant Athletics Director or Senior Director for Bookings & External Event Management reports to the Associate Athletics Director for Event Management and provides strategic leadership for the planning, development, booking, and execution of external events hosted within University of Arkansas Athletics facilities. This position plays a critical role in maximizing facility utilization and generating revenue by identifying, securing, and managing a diverse portfolio of external events while ensuring an exceptional client experience and operational excellence. Serving as the department's primary point of contact for all external event inquiries, the incumbent oversees the full lifecycle of event management, including business development, contract negotiations, scheduling, facility use agreements, client relations, and event execution. The position is responsible for proactively cultivating relationships with promoters, corporate partners, community organizations, University stakeholders, and other external clients to expand the department's event portfolio and create new revenue-generating opportunities. Responsibilities include identifying and securing concerts, entertainment events, corporate functions, University commencements, high school graduations, conferences, meetings, camps, and other special events that optimize the use of Athletics facilities. The incumbent develops and maintains event rental policies, operating procedures, and fee structures to ensure competitive pricing, operational efficiency, and financial sustainability. The position provides strategic oversight for all operational aspects of external events, including scheduling, staffing, security, parking, facility setup, audiovisual and technical support, vendor coordination, and event logistics. As the on-site event manager for major events, the incumbent ensures seamless execution, outstanding customer service, and compliance with departmental, University, NCAA, SEC, and applicable safety standards. This role works collaboratively with facilities and operations, custodial services, ticketing, information technology, event security, concessions, and other internal stakeholders to deliver first-class events while protecting the integrity of Athletics operations. Additionally, the position is responsible for managing the department's master facilities calendar within Teamworks, ensuring accurate scheduling, resource allocation, and communication across all Athletics venues. The incumbent also provides direct supervision, leadership, and professional development for the Manager of External Event Operations, fostering a collaborative, service-oriented team dedicated to delivering high-quality events and maximizing the strategic use of Athletics facilities. Regular, reliable, and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others. Ability to work nights, weekends and holidays as needed to prepare for and cover events.

Requirements

  • Bachelor’s degree from an institution of higher learning
  • At least 4 to 5 years of experience in event management, facility operations, or hospitality/event sales, venue booking/scheduling preferably in multipurpose venues, arenas, stadiums or conventions centers (for Assistant AD)
  • At least 3 years of experience in event management, facility operations, or hospitality/event sales, venue booking/scheduling preferably in multipurpose venues, arenas, stadiums or conventions centers (for Sr. Director)
  • At least 1 year of supervisory experience
  • Must be available to work nights and weekends as needed for ticket initiatives and/or support booked events as the on-site manager and primary point of contact
  • Knowledge of facility rental agreements, insurance requirements, waivers, and risk mitigation strategies relevant to external event use
  • Knowledge of the facility rental process from contracts through settlement and invoicing.
  • Knowledge of university policies, NCAA regulations, and Title IX implications related to third-party events on campus
  • Experience using Teamworks
  • Strong customer service skills
  • Excellent organizational, communication, and problem-solving skills
  • Ability to interpret, develop and maintain operational, budgets
  • Ability to analyze financial records and prepare reports
  • Ability to work nights, weekends, and holidays as needed for events

Nice To Haves

  • Bachelor’s degree in Sports Management, Business, Hospitality, or related field
  • At least 5 years of experience within a college or professional public assembly facility setting
  • Experience in managing concerts and large shows/events
  • Experience working with artist and show management as well as live event promoters
  • Experience with AutoCad or similar layout creation software
  • Broad knowledge and experience with all aspects of live event production including but not limited to staging, A/V, Ticketing and Event Management.

Responsibilities

  • Provides strategic leadership for the planning, development, booking, and execution of external events hosted within University of Arkansas Athletics facilities.
  • Maximizes facility utilization and generates revenue by identifying, securing, and managing a diverse portfolio of external events.
  • Ensures an exceptional client experience and operational excellence.
  • Serves as the department's primary point of contact for all external event inquiries.
  • Oversees the full lifecycle of event management, including business development, contract negotiations, scheduling, facility use agreements, client relations, and event execution.
  • Proactively cultivates relationships with promoters, corporate partners, community organizations, University stakeholders, and other external clients.
  • Identifies and secures concerts, entertainment events, corporate functions, University commencements, high school graduations, conferences, meetings, camps, and other special events.
  • Develops and maintains event rental policies, operating procedures, and fee structures.
  • Provides strategic oversight for all operational aspects of external events, including scheduling, staffing, security, parking, facility setup, audiovisual and technical support, vendor coordination, and event logistics.
  • Acts as the on-site event manager for major events, ensuring seamless execution, outstanding customer service, and compliance with departmental, University, NCAA, SEC, and applicable safety standards.
  • Works collaboratively with facilities and operations, custodial services, ticketing, information technology, event security, concessions, and other internal stakeholders.
  • Manages the department's master facilities calendar within Teamworks, ensuring accurate scheduling, resource allocation, and communication across all Athletics venues.
  • Provides direct supervision, leadership, and professional development for the Manager of External Event Operations.

Benefits

  • university contributions to health, dental, life and disability insurance
  • tuition waivers for employees and their families
  • 12 official holidays
  • immediate leave accrual
  • a choice of retirement programs with university contributions ranging from 5 to 10% of employee salary

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What This Job Offers

Job Type

Full-time

Career Level

Senior

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