Student Events Assistant

University of Texas; United States; On-site; USD 21,000 - 29,000; Part time

Job summary

The University of Texas at Austin seeks a Student Events Assistant to support the Event Manager in planning and executing the Kay Bailey Hutchison Energy Center's industry and alumni events, including signature programs and receptions. This on-site role offers hands-on experience in event logistics, stakeholder communications, and data tracking.

You are organized, detail-oriented, and able to work independently with minimal supervision, available for evenings and weekends, and currently enrolled

Qualifications

• Currently enrolled UT Austin student
• Strong organizational skills and attention to detail
• Reliable, punctual, able to work independently
• Professional communication with vendors, staff and guests
• Strong writing for public email communications
• Able to handle data entry and maintain accurate records
• Able to lift/move up to 25 lbs and stand for extended periods
• Availability for some evenings and weekends based on events

Responsibilities

• Assist the Event Manager with day-to-day event planning and prep
• Support room setup and breakdown, furniture, signage, and materials
• Respond to public inquiries about events, registration, and information
• Process and track event payment forms, invoices, and paperwork
• Maintain event data tracking: registrations, guest lists, attendance
• Coordinate with vendors (catering, AV, rentals) for timelines and logistics
• Serve as on-site point of contact for vendors and guests
• Greet and direct guests, speakers, sponsors, and vendors at events
• Troubleshoot minor on-site issues and escalate as needed
• Assist with post-event breakdown, cleanup, and inventory
• Perform other event-support duties as assigned

Skills

Organizational skills

Professional writing

Vendor communication

Data entry & records

Tools

Microsoft Office/GS

Asana

Luma

Excel

Canva

Job description

Job Posting Title and Details

Job Posting Title: Student Events Assistant

Hiring Department: Kay Bailey Hutchinson Energy Center

Position Open To: All Applicants

Weekly Scheduled Hours: 20

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Sep 28, 2026

Position Duration: Expected to Continue Until May 15, 2027

Location: UT MAIN CAMPUS

Job Details

General Notes This is a part-time, hourly student worker position open only to currently enrolled UT Austin students. Earliest Start Date: September 28th, 2026. Expected to Continue Until May 2027

Purpose

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.

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 elevate to the Event Manager as needed
• Assist with post‑event breakdown, cleanup, and inventory of event supplies
• Perform other event‑support duties as assigned

Required Qualifications

• 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

Preferred Qualifications

• 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

Salary Range

$18.00 per hour

Working Conditions

Work is based on‑site at the Kay Bailey Hutchison Energy Center and involves a mix of office‑based tasks and active event support. Must be able to lift/move up to 25 lbs and remain on your feet for extended periods during events. Evening and weekend hours are required based on the event calendar.

Career Competencies Gained

• Direct, hands‑on experience in event management and vendor relations
• Exposure to venue operations at a UT Austin research and events facility
• Professional mentorship from the Event Manager

Required Materials

Resume Cover Letter References

Employment Eligibility

Please make sure you meet all the required qualifications and you can perform all of the essential functions with or without a reasonable accommodation.

Retirement Plan Eligibility

Students in this position may choose to enroll in the UTSaver voluntary retirement programs.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

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.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and. If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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Comments and Inquiries

Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco‑free Campus