Special Events Coordinator

About the role

The Virginia Tech Division of Advancement seeks a Special Events Coordinator to join a dynamic team of event professionals. The coordinator will plan a variety of special events for internal and external activities, engaging and stewarding alumni, major donors, and university leadership.

Responsibilities

• Plan and execute high-level events for donor stewardship, commencement, reunions, tailgates, building dedications, regional fundraising campaigns, and other Advancement and University-wide events.
• Represent the Office of Special Events/Advancement on planning committees to ensure events meet the highest standards and goals.
• Create and maintain event documentation for university leadership, manage logistics, and ensure event success.
• Manage all aspects of events including décor, schedule, location, food and beverage, guest lists, audiovisual, communication, parking, transportation, program, entertainment, equipment, and thematic components.
• Research and work with venues and vendors, coordinate with campus partners, secure contracts, manage event budgets, compile invitation lists, and create printed materials as needed.

Requirements

• Previous experience with project coordination, event planning, or a related field.
• Experience working with vendors and arranging for contracted services.
• Comfortable working in a fast-paced environment, able to make decisions quickly.
• Exceptional interpersonal, communication, and organizational skills.
• Ability and willingness to manage multiple projects simultaneously with creativity and initiative.
• Available to work nights and weekends.
• Proficiency in computer software such as Microsoft Office Suite, Zoom, and/or Microsoft Teams, and Outlook.

Preferred Qualifications

• Bachelor's degree or equivalent in related field, with preference given to degrees in hospitality and tourism, communications, business, or marketing.
• Prior experience in events, hospitality, or communications in a higher education or nonprofit setting.
• Prior experience creating, managing, and reconciling budgets to include accounts payable and receivable.
• Project Management or Event/Meeting Certification.
• Demonstrated experience with graphic design and/or desktop publishing software (InDesign, Photoshop, etc.).

Pay

$50,000 - $54,000 annually

Schedule

Hybrid, with flexibility to work nights and weekends.