Events Associate

Austin, TX, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $48,000.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Retirement Plan

Paid Time Off

Job Description

The Texas Memorial Museum, located on the UT Main Campus, is a prominent institution dedicated to the promotion and preservation of natural history and science education. As part of the University of Texas at Austin, the museum plays a critical role in engaging the public, students, and researchers through its diverse collection, exhibitions, and educational programs. Known for its commitment to scientific research and community outreach, the museum offers a dynamic work environment where staff collaborate closely with educators, scientists, and event coordinators to deliver memorable experiences to visitors of all ages. The institution prides itself on fostering an inclusive and stimulating workplace that encourages creativity, professional growth, and community engagement.

The position available is for an Events Associate who will support the Texas Science & Natural History Museum and the Senior Events Program Coordinator in orchestrating a wide range of events. This full-time role with a 40-hour workweek is non-exempt from FLSA regulations and offers an anticipated salary of $48,000 annually. The Events Associate will be instrumental in the successful booking, coordination, and execution of the museum’s private events, including programs, conferences, meetings, and celebrations. The role requires strong interpersonal and organizational skills, as the associate will act as a liaison between museum staff, university departments, external clients, and various vendors.

The Events Associate’s responsibilities will encompass managing client relationships from initial inquiry through event execution, coordinating site visits, and assisting with the preparation of support documentation. On the day of events, the associate will oversee logistics including setup, rehearsals, sound checks, and breakdown activities. The position demands adaptability, as flexible hours including evenings and weekends will be necessary to meet event needs. Candidates should exhibit strong communication skills, proficiency with Microsoft Office, and the ability to multitask and problem-solve creatively.

Working closely with the Senior Events Program Coordinator, the Events Associate will also help maintain effective collaborations with entertainers, caterers, florists, volunteers, and university facility staff. This role offers a unique opportunity to contribute to the museum’s mission by ensuring exceptional experiences for clients and visitors, supporting educational initiatives, and enhancing community engagement. As the Events Associate, you will be part of a dedicated team committed to excellence in event management within a cultural and scientific setting. The position requires some physical activity, including lifting up to 60 pounds, occasional climbing, and extended periods at a desk working on a computer.

Employment at the Texas Memorial Museum provides a supportive environment aligned with the University of Texas’ values of diversity, equity, and inclusion. The museum is an equal opportunity employer committed to nondiscrimination in all aspects of employment. Candidates who join the team will enjoy a collaborative atmosphere, opportunities for professional development, and the chance to make meaningful contributions to one of Texas’ premier science and natural history institutions.

Job Requirements

Experience in events including social and corporate events
excellent interpersonal and communication abilities
ability to interact and maintain productive working relationships with diverse populations
ability to learn quickly, be flexible and apply creative problem-solving skills
ability to manage multiple projects simultaneously ensuring seamless coordination
proficient with Microsoft Office suite
comfortable working flexible hours including early mornings and late nights
relevant education and experience may be substituted as appropriate

Job Qualifications

Experience in events including social and corporate events
excellent interpersonal and communication abilities
ability to interact and maintain productive working relationships with diverse populations
ability to learn quickly, be flexible and apply creative problem-solving skills
ability to manage multiple projects simultaneously ensuring seamless coordination
proficient with Microsoft Office suite
comfortable working flexible hours including early mornings and late nights
relevant education and experience may be substituted as appropriate
bachelor’s degree in hospitality, business administration, event management or related field preferred
experience working with sales, marketing and communications colleagues preferred
experience developing vendor relationships preferred
experience managing budgets and tracking expenses preferred
experience with Blackbaud Altru preferred

Job Duties

Support client intake and event coordination
manage client inquiries by phone, email, online or in person
maintain client records
manage client walk-throughs and site visits
assist the Senior Events Program Coordinator with support documentation
collaborate with event owners to ensure timelines and priorities are met
prepare event reports and identify improvements
oversee on-site event day-of responsibilities including rehearsals, sound check, load-in/out, set-up and breakdown
assist in supervision and administration of event service areas
manage museum or university staff and logistics during events
establish and maintain relationships with performers' representatives, other agencies, co-workers, subordinates and university personnel
act as liaison with caterers, florists, entertainment, UT Facilities Services staff, valet parking, dry cleaners, museum and outside volunteers
perform other duties as assigned