Assistant Director, Ceremonial & Reputational Events

The University of Texas at Austin; Austin (TX); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Insurance and retirement benefits

Professional development opportunities

Job summary

The University of Texas at Austin invites applications for the Assistant Director for Ceremonial & Reputational Events in the University Development Office. This role leads planning, execution, and post-event reconciliation for high-visibility university events that recognize excellence and engage campus and external stakeholders.

You will manage complex logistics, budgets, vendor coordination, and on-site execution, collaborating with campus partners and senior leaders to deliver polished

Qualifications

• Bachelor’s degree or equivalent in related field.
• At least four years of experience in event management or related field.
• Ability to manage complex event logistics, budgets, stakeholders, vendors, and timelines.
• Strong organizational and communication skills; ability to support senior-level campus partners.
• Willingness to work nights, weekends, and travel as required.

Responsibilities

• Lead planning and execution for ceremonial and reputational events, including university awards programs and faculty engagement.
• Serve as primary project lead for assigned events, managing timelines, production schedules, budgets, task lists, approvals, and deliverables.
• Build and maintain strong relationships with campus partners, University services, faculty stakeholders, student organizations, vendors, and internal colleagues.
• Coordinate planning and post-event meetings; prepare agendas, briefings, production documents, and follow-up materials.
• Manage event documentation, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, photos, and final records.
• Coordinate event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, entertainment bookings, guest experience, and event-day operations.
• Support procurement, organization, and distribution of event materials, awards, recognition items, and related supplies.
• Provide leadership during on-site execution, including vendor coordination, volunteer management, setup oversight, guest and stakeholder experience.
• Submit purchase request, contracts, payment requests, and financial documentation in compliance with University, State, and internal procedures.
• Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, event records, and lessons learned.
• Additional duties as assigned.

Skills

Project management

Communication

Vendor coordination

Stakeholder management

Event planning

Education

Bachelor’s degree or equivalent in event management, hospitality, operations, communications, higher education administration, or related field

At least four years of experience in event management, hospitality, operations, advancement, higher education, or comparable role

Tools

Microsoft Office

Event management software

Job description

The University of Texas at Austin invites applications for the Assistant Director for Ceremonial & Reputational Events in the University Development Office. This role leads planning, execution, and post-event reconciliation for high-visibility university events that recognize excellence and engage campus and external stakeholders.

You will manage complex logistics, budgets, vendor coordination, and on-site execution, collaborating with campus partners and senior leaders to deliver polished