Events Manager, Kay Bailey Hutchison Energy Center

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Job Details:

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought-leadership of a world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world.

For more information about Texas McCombs please visit: https://www.mccombs.utexas.edu/

The Kay Bailey Hutchison Energy (KBH) Center seeks to be the pre-eminent energy center at the intersection of energy, business, law, and policy. "The focus of the center is education for our students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today." Senator Kay Bailey Hutchison, Founding Member.

Learn more here- https://www.kbhenergycenter-and-initiatives.utexas.edu/

This position manages the planning and execution of the KBH Energy Center's industry and alumni events, which represent a significant component of the Center's annual programming and external engagement. Working under the direction of the Managing Director, the role oversees logistics, vendor coordination, budgeting, speaker and panelist support, and on-site event execution to ensure high-quality, professional programs.

The position also supports sponsor engagement related to major events, including coordination of sponsor benefits and ongoing communication. The individual in this role will interact regularly with industry professionals, alumni, and University partners, and must be capable of independently managing complex projects while aligning with the Center's strategic priorities as set by leadership.

Event Planning & Execution

• Leads all phases of KBH Energy Center industry and alumni events, including the Honoree Dinner, Annual Symposium, regional programs, executive convenings, industry panels, networking receptions, and other signature initiatives.

• Develops comprehensive event plans, timelines, production schedules, and detailed run-of-show documents to ensure seamless execution of high-profile programs.

• Manages speaker and panelist relations, including outreach, confirmations, briefing materials, coordination of logistics and travel, preparation calls, and on-site hosting.

• Serves as the primary point of contact for speakers, moderators, sponsors, and VIP guests, ensuring a professional, high-touch experience that reflects the stature of the Center and The University of Texas at Austin.

• Oversees vendor selection and management (venues, catering, A/V production, staging, decor, photography, etc.), including contract negotiation and compliance with University policies and procedures.

• Develops and manages event budgets; tracks revenue and expenses; ensures fiscal responsibility and alignment with approved financial plans.

• Manages registration platforms, guest lists, seating strategies, sponsor recognition execution, and on-site logistics.

• May oversee student workers, interns, or temporary event staff in support of event execution.

Event Strategy & Stakeholder Management

• Collaborates with the Executive Director and Managing Director to evaluate and enhance existing events/programs and develop new, mission-aligned initiatives that advance the Center's strategic objectives.

• Tracks and reports key metrics including attendance, sponsorship revenue, engagement outcomes, and post-event evaluations to inform future planning.

• Coordinates across University units (President's Office, Provost's Office, Development, Communications, McCombs, and other campus partners) to align messaging, branding, and stakeholder engagement.

• Recommends and implements operational improvements to increase efficiency, professionalism, and overall program impact.

Sponsor & Corporate Engagement

• Manages existing and cultivates new event sponsors and corporate partners in coordination with Center leadership.

• Supports sponsorship outreach for major programs, including preparing proposals and materials, tracking commitments, and ensuring fulfillment of sponsor benefits.

• Oversees sponsor recognition strategy (branding placement, speaking roles, reserved seating, collateral inclusion, etc.) and ensures delivery of agreed-upon benefits.

• Maintains proactive communication and stewardship with corporate sponsors related to event engagement and corporate membership participation.

• Bachelor's degree and at least five years of experience coordinating or administering programs, events, or related activities.

• Proven ability to manage multiple projects simultaneously, prioritize competing responsibilities, and consistently meet deadlines in a fast-paced environment.

• Demonstrated experience planning or supporting complex programs or events requiring detailed coordination and organization.

• Strong written and verbal communication skills, with the ability to work independently while collaborating effectively in a team-oriented environment.

• Demonstrated experience providing professional customer service and maintaining positive relationships with internal and external stakeholders.

• Experience organizing, maintaining, and accurately tracking data and records.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and ability to learn and use event management or registration systems and other relevant technologies.

Relevant education and experience may be substituted as appropriate.

• More than five years of experience planning and executing professional events, conferences, or programs involving external stakeholders.

• Demonstrated ability to manage events from concept through execution, including coordinating logistics, vendors, and budgets.

• Experience supporting speaker, panelist, or VIP coordination for professional programs or conferences.

• Experience working with corporate sponsors or external partners, including tracking commitments and fulfilling agreed-upon benefits.

• Demonstrated ability to build and maintain positive professional relationships with industry representatives, alumni, or other external stakeholders.

• Experience working within The University of Texas at Austin policies, procedures, and administrative systems.

• Experience supervising student workers, interns, or temporary staff in support of events or programs.

• $65,000 - $70,000 + depending on qualifications

• Works conditions: may work in an open office area with frequent interruptions and background noise.

• Some evening and weekend hours may be required during peak periods and special events.

• Repetitive use of a keyboard at a workstation.

• Frequent need to lift/move boxes for events weighing up to 45 pounds.

• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

• This is an Austin, TX-based position and is eligible for occasional remote work.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

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

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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.

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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.

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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.

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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]

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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). 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.