Virginia Tech
Special Events Coordinator
🇺🇸 Hybrid - Blacksburg, VA
🕑 Full-Time
💰 $45K - $50K
💻 Operations
🗓️ August 8th, 2025
Edtech.com's Summary
Virginia Tech is hiring a Special Events Coordinator to plan and execute a diverse range of high-impact events that engage alumni, donors, university leadership, and other stakeholders. The coordinator manages all event logistics, collaborates with vendors and campus partners, and ensures events advance the goals of the Division of Advancement and the university.
Highlights
- Plan and execute special events including donor stewardship, commencements, reunions, tailgates, and university-wide events.
- Manage event logistics such as décor, scheduling, location, food and beverage, guest lists, audiovisual, transportation, and program details.
- Coordinate with venues, vendors, campus partners like emergency management and Virginia Tech Police Department.
- Secure contracts and manage event budgets accurately.
- Use constituent databases to compile invitation lists, create events, and track attendance.
- Write correspondence and design printed materials as needed.
- Proficiency with Microsoft Office Suite, Zoom and/or Microsoft Teams, and Outlook.
- Required: Event planning or project coordination experience; ability to work nights and weekends.
- Preferred: Bachelor’s degree in hospitality, communications, business, or marketing; experience in higher education or nonprofit events; graphic design skills; event certification.
- Salary range: $45,000 to $50,000 annually, exempt status, 40+ hours per week.
Special Events Coordinator Full Description
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.
Reporting to the Associate Director of Special Events, 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.
Reporting to the Associate Director of Special Events, 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.
Required Qualifications
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, 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.
Available to work nights and weekends.
Proficiency utilizing computer software such as Microsoft Office Suite, Zoom and/or Microsoft Teams, and Outlook.
Experience working with vendors and arranging for contracted services.
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.
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 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 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.).
Prior experience in events, hospitality, or communications in a higher education or nonprofit setting.
Prior experience creating, managing, and reconciling budgets to include 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
Overtime Status
Exempt: Not eligible for overtime
Appointment Type
Regular
Salary Information
$45,000 to $50,000
Hours per week
40+
Review Date
August 25, 2025
Additional Information
Safe Driving Record.
Unable to sponsor work visas.
Ability to work nights and weekends, and participation in college or university programs when possible.
Unable to sponsor work visas.
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 Blacksburg, the greater Washington, D.C. area, 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 endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.
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, ethnicity or 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 Human Resources at advhr@vt.edu during regular business hours at least 10 business days prior to the event.
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