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Event Management Coordinator

2 months ago

Austin, Texas, United States University of Texas at Austin Full time

Role Overview:

The Event Operations Manager is responsible for the comprehensive planning and execution of programs at the Ransom Center, collaborating with various departments including Programming, Membership, Development, and Marketing to create engaging in-person and virtual experiences.

Key Responsibilities:

1. Program Design and Execution: Oversee all aspects of event logistics, ensuring successful public programs, donor gatherings, member receptions, and staff events. This includes working with caterers, contractors, sponsors, and staff to guarantee compliance with university policies and alignment with the Center's mission.

Be present during events to manage execution, including rehearsals, sound checks, and the overall setup and breakdown processes.

2. Budget Management: Develop and monitor budgets for public programs, ensuring effective use of allocated funds.

3. Vendor Coordination: Solicit proposals from vendors, negotiate agreements, and adhere to university business office protocols. Manage all necessary documentation, including event forms, purchase requests, and contracts, to facilitate timely payments.

Communicate with vendors regarding event guidelines, arrival, and logistics to ensure seamless execution.

4. Site Coordination: Collaborate with the Ransom Center's facilities team to align event plans, ensuring all necessary resources are in place. Maintain a comprehensive schedule of approved external events while providing exceptional administrative support.

Assist with travel arrangements for guest speakers and maintain effective communication with all stakeholders, including colleagues, external organizations, and vendors.

Additional Duties:

Responsibilities also include managing budgets, generating event reports, coordinating volunteers, and representing the Ransom Center professionally.