Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Event Manager, Texas Performing Arts in Austin, Texas
Team Leadership: Lead the event management team for all TPA projects. Recruit, train and supervise full-time, part-time, and student event management staff. Create event assignments and staffing schedules that ensure appropriate and cost-effective staffing for all events.Event Management: Assign or directly manage events to ensure that each project achieves its goals. With the event management team, advance and arrange all non-technical elements of engagements such as schedule, travel, accommodations, hospitality, security, health and safety, runners, VIP programs, and other artist services. Insure consistent and complete communication between artists/clients and internal departments, campus services, and outside vendors. Establish and maintain effective working relationships with all event stakeholders. Provide guidance to artists/clients on how to achieve their event objectives and adapt artist/client requirements to local conditions. Ensure contract and rider terms are fulfilled. Manage artist services lines of event budgets. Prepare, maintain, and distribute project documents such as schedules, access lists, and expense reports. Manage project details and schedule information in the events database. Process purchase requests, agreements, cash advances, and vendor invoices. Maintain event-related equipment, supplies and facilities. Plan and conduct event pre-shops. Maintain knowledge of and ensure compliance with university event-related policies and processes. Develop ongoing organizational systems and processes to support events.Project Planning: Serve as the primary client planning liaison on assigned events. Create project budgets for event security, artist travel, catering, and other event management expenses. Manage event expense tracking, approvals, and final reconciliation. Serve as the event management liaison to the TPA business office. Ensure that all university financial policies and procedures are followed, and business processes are completed in a timely manner. Manage bid processes and external vendor contracts and relationships. Draft, review, and track project agreements as assigned. Lead event settlement as assigned. Lead site visits, walkthroughs and other client planning activities.Department Management: Oversee event calendar management. Develop and review departmental budgets and reports. Supervise the consolidation, review, and communication of event management information to all TPA departments and external vendors and partners. Build and maintain standard operating procedures, checklists, and other planning resources. Oversee digital event management tools. Oversee the event management areas digital files and archives.Other duties as assigned.
