Executive Director for Event Management

Executive Director for Event Management

University Development Office – University of Texas at Austin

• Weekly Scheduled Hours: 40
• Location: UT Main Campus
• Earliest Start Date: Immediately

Purpose

The 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 role oversees project management, production staff, and event operations and ensures work moves forward, priorities remain clear, deadlines are met, and events are delivered at a high level.

Responsibilities

• Lead and oversee a portfolio of high-profile university events, ensuring projects are well planned, executed, and aligned with institutional priorities.
• Provide direct leadership for project managers, coordinators, production staff, and event operations personnel.
• Ensure projects remain on schedule with timely decision-making and early risk identification.
• Review progress regularly, challenge assumptions, timelines, and recommendations.
• Balance workloads, staffing assignments, and departmental resources.
• Remove barriers, solve problems, and maintain continuity of projects.
• 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 to improve consistency, efficiency, and quality.
• Work closely with university partners, vendors, and stakeholders.
• Oversee budgets, vendor relationships, contracts, purchasing activity, and responsible stewardship of resources.
• Evaluate event outcomes, team performance, and stakeholder feedback to identify improvements.
• Represent University Events & Experience with professionalism during planning meetings, executive briefings, rehearsals, and live events.

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.
• Experience leading complex, high-visibility events involving executive leadership and multiple stakeholders.
• Demonstrated ability to lead teams, establish expectations, and hold people accountable.
• Experience managing budgets, staffing plans, vendors, production schedules, and event operations.
• Strong organizational and project management skills.
• 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 large‑scale public events.
• Demonstrated success improving team performance, strengthening accountability, and implementing operational processes.
• 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).
• Work may require late evenings and some weekends.
• Standard office conditions with repetitive keyboard use.
• May work in all weather conditions.
• Regular attendance is required.

Benefits

The University provides a competitive benefits package that includes insurance and retirement benefits, and professional development opportunities.

Required Materials

• Resume/CV
• Three work references with contact information (at least one supervisor).
• Letter of interest.

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.