Director of Special Events – Operations

Columbia, Missouri, The University of Missouri Athletics Department is seeking a Director of Special Events to lead the Operations initiative. This position will be responsible for the operation of special events. They will manage logistics and work closely with catering, event operations, etc. to execute the events.

Key Responsibilities:

Event Logistics Coordination (30%)

Coordinate and manage all event logistics for athletics facility rentals and special events from initial planning through post-event breakdown.

Develop detailed event plans and timelines to ensure all operational needs are identified and executed effectively.

Communicate event requirements to internal departments and external vendors to ensure alignment and readiness.

Conduct pre-event walkthroughs and planning meetings to confirm event layouts, schedules, and service needs.

Utilize the EMS scheduling software to book events.

Serve as one of two on-site event day contacts.

Work closely with the Director of Special Events – Sales to ensure clients receive a smooth event process.

Event Setup, Operations, and Breakdown (20%)

Oversee the physical setup and breakdown of event spaces, including furniture placement, staging, décor, and audio-visual equipment.

Ensure event spaces are configured according to approved diagrams and safety guidelines.

Coordinate with facilities staff and vendors to prepare spaces before events and restore venues following event completion.

Monitor equipment and facility use to ensure proper handling and operational readiness.

Event Budget and Financial Tracking (15%)

Track event-related expenses and monitor event budgets to ensure costs remain within approved limits.

Coordinate with internal finance staff to ensure all services and expenses are properly invoiced.

Confirm receipt of event payments and assist with financial reconciliation following events.

Maintain accurate documentation of event costs and financial transactions.

Cross-Departmental Event Coordination (15%)

Maintain consistent coordination with event technology teams, catering partners, and the sales team to ensure seamless event operations.

Facilitate communication between internal athletics departments and external vendors to align event execution with client expectations.

Confirm all technology, food service, and operational components are properly scheduled and prepared prior to each event.

Assist in translating client needs from the sales process into actionable operational plans.

On-Site Event Management and Client Support (15%)

Serve as the primary on-site point of contact during events to ensure smooth operations and adherence to event timelines.

Troubleshoot operational issues quickly and effectively while maintaining a high level of client service.

Monitor event progress and coordinate with staff and vendors to ensure schedules and service standards are maintained.

Provide a professional and responsive presence to support event clients, guests, and partners.

Other Duties as Assigned (5%)

Assist with athletic event game day operations as assigned by the Assistant Athletics Director of Event Management.

Perform all duties in compliance with University, SEC, and NCAA rules and regulations.

Maintain ethical standards, professionalism, and confidentiality in all interactions and operations.