Assistant Director, Events

Position Summary

The Office of Access and Institutional Excellence is seeking an Assistant Director, Events who will lead and execute complex, large‑scale, high‑profile campus‑wide events, receptions, lectures, conferences, and panel discussions. This role entails financial management, administrative duties, and coordination of on‑site event execution in partnership with campus stakeholders and volunteers.

• Manages end‑to‑end event accessibility and ADA compliance by securing accessible venues, coordinating ASL interpreters, managing dietary restrictions, and ensuring materials accommodate guests.
• Collaboration with staff, campus partners, volunteers, vendors, and event planning committee members to ensure successful events; leads on‑site coordination of logistics.
• Serves as project manager for multiple activities: scopes tasks, establishes objectives and timelines, monitors progress, and meets milestones.
• Operates as an account manager on deliverables, program metrics, and status reports; prepares and coordinates post‑event items including analysis, debrief meetings, feedback collection, and reporting.
• Maintains event planning documents, budgets, vendor lists, contracts, guest lists, RSVP records, and database information, updating attendance and registration systems such as Owl Connect.
• Assists with event setup and breakdown for on‑ and off‑campus events, transporting favors, programs, and other special‑event items; must have access to transportation.
• Manages purchasing card expenses, supplier contracts, supply orders, vendor payments, reimbursements, invoices, and purchase orders related to events.
• Manages comprehensive event logistics and administration for guest speakers, including document requests, travel arrangements, accommodations, meals, payments, and honoraria.
• Establishes and maintains relationships with internal and external university partners.
• Acts as department representative at cross‑departmental project meetings.
• Recommends and schedules events in appropriate off‑campus and on‑campus venues.
• May oversee support staff, students, volunteers, and contingent event staff.
• Performs all other duties as assigned.

• Provides administrative support such as preparing PowerPoint slides, materials, agendas, and coordination of meetings.
• Ensures event areas are secured and properly closed/locked at the end, and that keys are promptly returned.

• Bachelor’s degree in any discipline. In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on an equivalent year‑for‑year basis.
• Two (2) or more years of experience in event planning. In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year‑for‑year basis.

• Valid Texas driver’s license (or the ability to obtain one within 30 days of employment) with no more than three moving violations in the past 36 months and no convictions or deferred dispositions for DWI or DUI within the past five years.

• Strong project and event management skills.
• Ability to meet deadlines and prioritize.
• Diplomatic and tactful communication through formal and informal channels.
• Strong problem‑solving and analytical skills.
• Advanced customer service skills.
• Excellent oral and written communication skills.
• Excellent time‑management skills; well‑organized and detail‑oriented.
• Ability to manage complex timelines and multiple projects.
• Team‑player who can also work independently.
• Professional interaction with all levels of internal and external constituents.
• Familiarity with event etiquette, protocol, and safety.
• Confidence in decision‑making, sound judgment, and creative problem‑solving.
• Experience with data entry, database management, and maintaining organized records.
• Proficiency in Microsoft Word, Excel, PowerPoint, Gmail, Google Forms, and related applications.

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field.
• Experience working in a similar role within a corporate or nonprofit environment.
• Experience in budget…