Event Coordinator II

Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports.

About the Role

The Events Coordinator II is responsible for the successful coordination and implementation of special events. Under the guidance of the Event Services Manager, ensures that clients have their event needs met when they utilize Athletic Department venues. Leads and motivates the staff under their direct supervision.

Qualifications

Required Education & Experience: Bachelor’s Degree or equivalent combination of education and experience. Two years of experience working in the live event industry and/or prior event related work experience.

Preferred Education: Bachelor’s Degree in Entertainment Management, Sports Management or similar field of study.

Preferred Experience: More than two years of experience working in a sports/entertainment public facility and/or prior work experience. Three or more years of experience working in the live event industry and/or prior event related work experience.

Skills

Required Knowledge, Skills, and Abilities:

• Understands the live event industry as it relates to production and operation of sports/entertainment venues.
• Ability to process, organize, and disseminate large amounts of detailed information.
• Skills required include organization, customer service, planning, and detailed analysis of event requirements.
• Ability to multi-task and work cooperatively with others.
• Strong organizational skills.
• Effective verbal and written communication skills.

Preferred Knowledge, Skills, and Abilities:

• General understanding of other areas related to the operation of the department (e.g., Ticketing, Marketing, Guest Service, and Financial operations).

Responsibilities

Event Management

• Serves as the first point of contact for clients interested in booking an event.
• Coordinates and implements special events.
• Oversees the timely and effective response to requests received from both internal and external organizations, agencies, departments, and individuals.
• Serves as administrative liaison to clients and staff concerning all pre-event aspects including: information on availability, room set-up, catering, alcohol, parking, and security.
• Develops and maintains professional relationships with promoters, vendors, and clients of the facility.
• Maintains awareness of new developments and trends in the field of event operations.
• Keeps accurate records on every event.
• Analyzes event records and compiles information for a post-event presentation.
• Makes recommendations for policy and procedure implementation.
• Coordinates post-event review and follow-up contact.
• Prepares post-event billing for all events.

Staff Management

• Assists Event Service Manager in supervising workforce.
• Assists with the recruiting, interviewing, hiring, and training of all Special Event personnel.
• Directly supervises event workers and student workers, as well as indirectly supervises third-party vendors.
• Ensures that all production-related team member concerns are handled in an appropriate manner.

Marketing & Social Media

• Assists in developing and executing a marketing plan to extend the reach of the department’s social media accounts to attract new events and highlight/showcase current/prior events.

Compliance

• Complies with all industry safety and best practice standards for the execution of hosted events.
• Ensures compliance with all safety regulations by coordinating with local Fire, Police, and Public Safety departments prior to events.
• Maintains continual and thorough familiarity with all applicable NCAA, Conference, and University rules and regulations.
• Establishes and ensures communication and enforcement of rules and regulations concerning student-athletes: conduct, appearance, punctuality, and other areas as deemed appropriate.
• Assures and maintains the integrity of the Athletics Department and Texas A&M University in all forms of communication and personal contacts.

Benefits

• Medical, prescription drug, dental, vision, life, and AD&D insurance with Texas A&M contributing to employee health and basic life premiums.
• 12-15 days of annual paid holidays.
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas.
• Free exercise programs and release time for health and wellness.
• Access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more.
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee.
• Living Well program built by employees, for employees.