Event Manager

About Texas Performing Arts

Texas Performing Arts (TPA) is the professional arts presenting and producing program of The University of Texas at Austin. One of the largest and most active university-based performing arts centers in the U.S., TPA is an anchor institution in Austin's arts, cultural, and entertainment landscape. TPA operates venues on the UT campus including Austin's largest theater, Bass Concert Hall. Its public programs include Broadway in Austin; an international season of dance, theater and music; and the Texas Welcomes series of popular artists. TPA is a unit of UT's College of Fine Arts and engages students across the university in creative experiences. To learn more about Texas Performing Arts and this opportunity, please visit https://texasperformingarts.org/about-us/employment .

Why Join Texas Performing Arts?

UT Austin provides an outstanding benefits package, including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred

  Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• For more details, please see: https://hr.utexas.edu/prospective/benefits and

  https://hr.utexas.edu/current/services/my-total-rewards

The Event Manager of Texas Performing Arts at UT Austin (TPA) is responsible for creating successful events for artists and audiences. The Event Manager serves as the project manager and on-site supervisor for assigned events across TPA's programs, including Texas Performing Arts Season presentations, Texas Welcomes touring engagements, Broadway in Austin, rentals, special projects, community partnerships, and university events.

• Project Planning: Manage assigned events to ensure that each project achieves its goals. Advance and arrange all non-technical elements of assigned engagements such as schedule, travel, accommodations, hospitality, security, health & safety, runners, VIP programs, and other artist services. Ensure 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 ArtsVision 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.

• Event Operations: Serve as the on-site TPA administrative representative for assigned events. Supervise internal departments, campus services, and outside vendors to ensure the smooth and safe completion of events at the highest professional standard. Execute event elements including overall timeline, backstage access, artist parking, artist services, health & safety, hospitality, VIP programs, and non-production room setups. Create a positive, welcoming, customer-service focused event environment. Respond to and creatively resolve artist/client needs as they arise. Monitor and communicate changes in day-of event logistics. Manage event staff including security, stage door attendants, hospitality managers, runners, and drivers. Support setup and running needs for ancillary activities such as development events, VIP packages, meet & greets, and education & engagement activities. Track and submit expenses prior to deadlines. Maintain working knowledge of deal structures to support event settlement or budget closeout.

• Education and Mentorship: Participate in the development of learning opportunities for UT students and early-career professionals. Recruit, train and supervise student events assistants. Maintain and contribute to TPA's culture of mentorship and learning.

• Other duties as assigned

• At least three (3) years of experience managing events in a professional setting.

• Demonstrated ability to successfully manage details of concurrent projects with integrity, professionalism, and financial responsibility.

• Demonstrated positive attitude, flexibility with working assignments, and a willingness to learn and adapt.

• Demonstrated excellent organizational skills.

• High level of proficiency with office technology such as Excel, PowerPoint, Word, Outlook, Slack, and Zoom.

• Interest in and strong commitment to the mission and programs of Texas Performing Arts.

• Effective Communications: Demonstrated understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of written, verbal, and interpersonal communications skills.

• Interpersonal Relationships: Demonstrated knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.

• Accuracy and Attention to Detail: Demonstrated understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.

• Problem Solving: Demonstrated knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply this knowledge appropriately to various situations.

• Service Excellence: Demonstrated knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.

• Relevant education and experience may be substituted as appropriate.

• Experience in an arts presenting organization; arts producing organization; university-based organization; or multi-venue performing arts organization.

• Experience managing events with international artists.

• Experience with a wide range of live performance genres.

• Experience leading the advance process for touring productions.

• Knowledge of performing arts center standards and practices such as theatrical work rules, typical needs of touring productions, and common expectations of visiting artists.

• More than the minimum required level of experience.

• Relevant professional training or credentials.

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

$55,000+ depending on qualifications.

• This in-person position is based in Austin, Texas and requires full-time residence in the greater Austin area. This position may allow for remote work on a limited basis on non-event days.

• Standing and walking for extended periods of time is required.

• Must be able to operate a University vehicle and be comfortable driving at night, in heavy traffic, and with transporting passengers and materials.

• Must be able to purchase products regulated by the Texas Alcoholic Beverage Code.

• Repetitive use of a keyboard at a workstation; standard office conditions including prolonged screen time.

• Use of manual dexterity.

• Climbing of stairs.

• Pushing, pulling, lifting, and moving up to 40 lbs.

• Early morning, evening, overnight, weekend, and holiday work, including "on-call" times, are required in connection with performances and events. Working shifts will include extended daily hours for performances and events, sometimes on consecutive days. A compensatory time program is provided.

• Cover letter detailing interest in and qualifications for this specific opportunity.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor. References will not be contacted without prior approval of the candidate.

• Work samples may be requested if applicant advances to the interview stage.

Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.