Event Project Manager, Office of the President

The University of Virginia seeks an Event Project Manager to support the Office of the President. This critical team member will plan and coordinate events and interface with a wide range of university stakeholders, reporting to the Associate Director for External Relations and Event Manager.

Primary Responsibilities

• Plan and coordinate a variety of university events.
• Support senior event planners by preparing invitation lists, creating and distributing event communications, preparing event materials (nametags, place cards, access credentials, parking permits, etc.), and staffing events.
• Create and distribute print and digital communications, including event invitations, e‑newsletters, and RSVP forms.
• Serve as backup for departmental communication tools, including websites (Major Events, Founder’s Day, Finals Weekend) and inbound/outbound phone and email communications.
• Maintain proficiency with University‑approved technology platforms such as Cvent, Eventbrite, BlackThorn, Marketing Cloud, InfoReady, and others.
• Use the University’s customer relationship management (CRM) database to create contact reports, build custom reports, and extract strategic data.
• Assist with logistical preparations for events including Finals Weekend, presidential events, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, dignitary visits, and other special pan‑University events.
• Interact daily with key stakeholders, including event attendees, University leaders, faculty, staff, students, and community members.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree (or equivalent experience).
• Four years of relevant experience; additional experience may be considered in lieu of a degree.

Preferred Qualifications

• Experience managing multiple concurrent projects in a fast‑paced environment.
• Experience with budgeting and negotiating contracts and pricing with vendors.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Comfortable learning and implementing new software technology.
• Experience handling mailings using a database system.
• Detail‑oriented with strong organizational and time‑management skills.
• Strong interpersonal and public‑relations skills for interacting with diverse constituencies.
• Aptitude for independent judgment and proactive critical thinking.
• Exceptional written and verbal communication skills.
• Flexibility when confronted with changing priorities.
• Ability to work within clearly defined processes and procedures.
• Team‑oriented mindset where project success depends on both individual and collective effort.
• Understanding of protocol, discretion, and confidentiality.
• Willingness to travel for meetings or events and to work evenings and weekends as needed.
• Experience in higher education or a non‑profit organization.
• Experience with Cvent, Eventbrite, and other event registration tools.
• Experience with graphic design software, including Adobe Creative Cloud (Photoshop, Illustrator, InDesign, etc.).

Physical Demands

This is primarily a sedentary role involving extensive desktop computer use. Occasionally, the position requires moving event materials (approximately 20 lb.) and standing or remaining stationary during events.

Pay

The anticipated hiring range is $60,000 to $73,000, commensurate with education and experience. This is an exempt‑level, benefited position.