Special Events Coordinator

Job Description

The Virginia Tech division of Advancement seeks a creative, quick-thinking, and highly-organized individual to serve as a Special Events Coordinator. The coordinator 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 plans and executes 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 Special Events Coordinator represents the Office of Special Events/Advancement on planning committees to 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 Coordinator should be a quick learner with strong independent thinking and decision-making skills. They manage 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 position reports to the Assistant Director of Special Events.

Required Qualifications

Previous experience with project coordination, event planning or a related field

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 degree or equivalent level training/experience in related field, preference given to degrees in hospitality and tourism, communications, business, and marketing.

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

Safe Driving Record

Unable to Sponsor Work Visas

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.

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.