Administrative Assistant II, Special Events

Villanova University, a Catholic university sponsored by the Augustinian Order, is a mission-driven organization dedicated to service, truth, unity, and love. As part of the University Advancement team, this role supports the Special Events office in planning, executing, and completing high-profile events that fuel the University’s comprehensive capital campaign, Espiritus Nova.

About the role

The Administrative Assistant II for Special Events reports to the Executive Director of Special Events and provides comprehensive administrative support to the Special Events team. This position leads the contract process, manages vendor relationships, and ensures accuracy in event registration, budgets, and gift allocations. A high level of confidentiality, discretion, and attention to detail is essential.

Responsibilities

• Provide administrative leadership and professional support to the Executive Director of Special Events and the entire team.
• Manage calendar coordination, meeting scheduling, and special event requests in alignment with priorities.
• Handle business travel arrangements, including booking transportation and accommodations, drafting itineraries, and processing expenses, invoices, and contracts.
• Process event registration, including nametag creation and attendance reports.
• Maintain the department-wide events calendar, organize projects, and update records for event registration and gift allocations.
• Lead and manage the contract submission process, collaborating with Risk Management, General Counsel, and Procurement to facilitate contract approvals and vendor communications.
• Monitor and maintain promotional inventory for events, obtaining vendor quotes as needed.
• Provide support to other areas of Alumni Relations and Special Events as directed by leadership.
• Assist with event staffing during high-volume periods and perform additional duties as assigned.
• Act as primary support for the Executive Director and team during events, with cross-training to back up multiple roles.

Requirements

• High school diploma required; some college or a bachelor’s degree preferred.
• Three or more years of experience in an operational role, with exposure to accounting, bookkeeping, or budgeting, preferably in an academic or event planning environment.
• High proficiency in Microsoft Office, especially Word and Excel, including spreadsheet creation and mail merge.
• Excellent interpersonal, organizational, planning, and prioritization skills.
• Ability to work independently under general supervision with exceptional attention to detail.
• Strong customer-service orientation and ability to manage multiple projects in a fast-paced environment.
• Proven ability to maintain a high level of discretion and professionalism.
• Flexibility, energy, and a collaborative mindset to work with diverse constituencies.

Skills

• Experience with database systems such as Banner and SalesForce (preferred).
• Familiarity with Airtable, Stova (formerly Aventri), or similar event management platforms.

Schedule

• Full-time, 12-month position.
• Ability to work evenings and weekends, particularly around University events.
• Flexible work schedule to meet business needs.

Pay

This position falls within hourly grade 11, with a pay range of $20.30–$26.48 per hour. The final salary will be determined based on the candidate’s qualifications, department budget, market data, and internal equity.

Benefits

• Holistic benefits package, including health and wellness programs.
• Generous paid time off and a competitive retirement savings plan.
• Flexible work options and professional development opportunities.
• Tuition assistance for employees and their families.
• Gym membership and wellness programs.