Senior Special Events Coordinator

Job Description

The Virginia Tech division of Advancement seeks a creative, quick-thinking, and highly-organized individual to serve as the Senior Special Events Coordinator. The senior coordinator plays a leadership role in the special events office and works with a dynamic team of event professionals to plan a wide variety of special events for internal and external activities including but not limited to, donor stewardship events, commencement, reunions, tailgates, building dedications, regional fundraising campaign events, and other Advancement and University wide events.

The individual works closely with the director, assistant director, and senior registration coordinator to oversee the day to day operations of the office and assists with strategic planning and oversight of ongoing office-wide projects. The senior coordinator manages the planning and execution of a selection of high-level events that engage and steward the University's alumni, major donors and prospects, administration, and friends, and play a significant role in advancing Virginia Tech.

The senior coordinator represents the Office of Special Events/Advancement on planning committees, serves as the primary contact in absence of the director and assistant director, operates with limited supervision and provides guidance to colleagues on the Special Events team and across the Advancement division. They ensure that events conform to the highest standards, flow smoothly, and meet the standards and goals of the Advancement Division and University. They create and maintain event documentation to prepare university leadership for events and follow standard procedures and protocol while proactively identifying challenges and taking initiative to problem solve and make independent decisions to ensure the success of the event.

The senior coordinator should be a quick learner with strong leadership and independent thinking and decision-making skills. They are responsible for planning and/or overseeing the planning of all logistics on assigned events including, but not limited to, décor, schedule, location, food and beverage, guest lists, audiovisual, communication, parking, transportation, program, entertainment, equipment, and thematic components.

They research and work closely with venues and vendors, campus partners such as emergency management, facilities, and the Virginia Tech Police Department, secure contracts and accurately manage event budgets, compile invitation lists, create events and track attendance using the constituent database, write correspondence, and create/design printed materials as needed. The successful candidate must demonstrate a willingness and ability to travel as needed, providing crucial on-site support for events held outside of Blacksburg to ensure their seamless execution and success. The position reports to the Director of Special Events.

Required Qualifications

Professional experience in project coordination, event planning, or a related field

Must possess a comprehensive understanding of event protocol, ensuring the seamless execution of events through meticulous attention to detail, adherence to established protocols, and the ability to navigate diverse social and professional settings with poise and professionalism.

Experience working with vendors and arranging for contracted services

Must be comfortable working in a fast-paced environment, with the ability to make decisions quickly

Exceptional interpersonal, communication, and organizational skills

Ability and willingness to manage multiple projects simultaneously with a high degree of creativity and initiative while maintaining accuracy and attention to detail

Must be available to work nights and weekends

Proficiency utilizing computer software such as Microsoft Office Suite, Zoom and/or Microsoft Teams, and Outlook.

Preferred Qualifications

Bachelor's or Master's degree in hospitality, communications, or a related field.

Leadership/supervisory experience

Experience leading planning committees for large scale events

Prior experience in events, hospitality, communications in a higher education or nonprofit setting

Prior experience creating, managing, and reconciling budgets, including both accounts payable and receivable

Project Management or Event/Meeting Certification

Demonstrated experience with graphic design and/or desktop publishing software (In Design, Photoshop, etc.)

Pay Band

4

Appointment Type

Regular

Salary Information

Commensurate with experience

Review Date

4/8/24

Additional Information

Must have the ability and willingness to travel utilizing standard, commercial, and/or personal modes of transportation.

Ability to work nights and weekends, and participation in college or university programs when possible.

Unable to Sponsor Work Visas

Safe Driving Record

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity.

The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Advancement HR at advhr@vt.edu during regular business hours at least 10 business days prior to the event.