Job Posting Title:Executive Director for Event Management
----Hiring Department:University Development Office
----Position Open To:All Applicants
----Weekly Scheduled Hours:40
----FLSA Status:Exempt from FLSA
----Earliest Start Date:Immediately
----Position Duration:Expected to Continue
----Location:UT MAIN CAMPUS
----Job Details:General NotesPurposeThe Executive Director for Event Management leads the team responsible for planning and executing the university's most visible events, including presidential, ceremonial, development, student experience, and campus-wide programs.
This position oversees project management, production staff, and event operations and is responsible for ensuring work moves forward, priorities remain clear, deadlines are met, and events are delivered at a high level. The Executive Director is expected to identify issues early, remove obstacles, balance workloads, and ensure staff are working proactively rather than reactively.
This role is equal parts people leadership and event leadership. Success requires strong judgment, accountability, decisiveness, follow-through, and the ability to lead through others. The Executive Director works closely with the Chief Experience Officer and university leadership to turn strategy into action and ensure the department consistently delivers exceptional work.
Responsibilities- Lead and oversee a portfolio of high-profile university events, ensuring projects are well planned, well executed, and aligned with institutional priorities.
- Provide direct leadership for project managers, coordinators, production staff, and event operations personnel. Set expectations, monitor progress, provide feedback, and address performance issues when necessary.
- Ensure projects remain on schedule, decisions are made in a timely manner, risks are identified early, and teams are consistently working ahead, rather than reacting to deadlines.
- Review project progress regularly and challenge assumptions, timelines, and recommendations to ensure work is advancing at the pace and quality expected by the department.
- Balance workloads, staffing assignments, and departmental resources to support successful execution across the event portfolio.
- Remove barriers, solve problems, and make decisions that keep projects moving forward.
- Oversee event planning, logistics, production, staffing, inventory, safety and security coordination, and on-site execution.
- Develop and maintain planning processes, operational standards, tools, and procedures that improve consistency, efficiency, and quality.
- Work closely with university partners, vendors, and stakeholders to coordinate planning, communication, approvals, and execution.
- Oversee budgets, vendor relationships, contracts, purchasing activity, and resource decisions with a focus on responsible stewardship of university resources.
- Evaluate event outcomes, team performance, and stakeholder feedback to identify improvements and strengthen future planning efforts.
- Represent University Events & Experience with professionalism, sound judgment, and composure during planning meetings, executive briefings, rehearsals, and live events.
- Additional duties as assigned.
SalaryOPEN
Required Qualifications- Bachelor's degree or equivalent combination of education and experience.
- Ten years of progressively responsible experience in event management, event operations, hospitality, advancement events, project management, or a related field.
- Five years of supervisory experience leading professional staff, including coaching, performance management, accountability, workload planning, and employee development.
- Experience leading complex, high-visibility events involving executive leadership, multiple stakeholders, competing priorities, and significant operational complexity.
- Demonstrated ability to lead teams, establish expectations, hold people accountable, and achieve results through others.
- Experience managing budgets, staffing plans, vendors, production schedules, and event operations.
- Strong organizational and project management skills, with the ability to manage multiple priorities and ensure follow-through.
- Excellent communication and relationship-building skills.
- Ability to solve problems, make sound decisions, and lead effectively in fast-paced and changing environments.
- Ability to work evenings, weekends, and extended hours as required.
Preferred Qualifications- Leadership experience in higher education, hospitality, nonprofit, advancement, government, or similarly complex organizations.
- Experience leading managers, project managers, coordinators, production teams, temporary staff, students, volunteers, and vendors.
- Experience producing presidential events, commencement ceremonies, donor and alumni events, student programs, protocol-driven events, conferences, or other large-scale public events.
- Demonstrated success improving team performance, strengthening accountability, and implementing operational processes that improve efficiency and consistency.
- Experience working directly with senior executives, donors, board members, elected officials, or other high-profile stakeholders.
- Knowledge of university operations, protocol, risk management, accessibility requirements, procurement, contracting, and public safety coordination.
Working Conditions- This is an on-site position (40 hours per week) and the schedule will vary based on university and department schedules, and with the types of events scheduled and operational functions.
- Work late evenings and some weekends for scheduled events. Hours are subject to change.
- Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.
- May work in all weather conditions.
- Regular and consistent attendance is required in this job.
- Applicants must be authorized to work in the United States. The University Development Office does not sponsor work visas for this position.
- This position is based in Austin, Texas.
Required Materials- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Importantfor applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
Employment Eligibility:Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility:The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 hours per week and at least 135 days in length.
Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.
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