Advancement Associate, Special Events

Virginia Tourism Corporation; Blacksburg (VA); On-site; USD 38,000 - 42,000; Full time

Job summary

The Special Events Advancement Associate at Virginia Tech will serve as the office receptionist for the Office of Special Events, handling the main email and phone line and supporting budgeting, invoicing, travel bookings and records management. You will assist with event prep, RSVP tracking, on-site support, and post-event procedures, while coordinating meetings and maintaining files.

Ideal candidates have strong administrative skills in a busy academic setting, with proficiency in email,

Qualifications

• Experience providing administrative support in a fast-paced office setting.
• Ability to manage multiple assignments, prioritize, and meet deadlines.
• Proficiency in email, scheduling, word processing and spreadsheets.
• Excellent organizational, communication and interpersonal skills in a diverse environment.

Responsibilities

• Serve as office receptionist for the Office of Special Events; manage main email and phone line.
• Coordinate and schedule meetings; assist with processing invoices and travel bookings.
• Assist with budget reconciliation, file retention, and records management.
• Support event preparation, RSVP tracking, and on-site coverage as needed.
• Handle post-event procedures and other projects as assigned.

Skills

Office administration

Customer service

Scheduling

Microsoft Office

Communication

Education

Bachelor's degree (Business/Management/English/Communication)

Tools

Blackbaud

Banner

Job description

Job Description

The Special Events Advancement Associate will support the Office of Special Events in a variety of ways. They will serve as the office receptionist and provide front-line customer service including managing the Special Events email and main phone line; manage administrative details of the office; maintain office equipment and inventory; coordinate and schedule meetings; assist with processing invoices, booking travel, budget reconciliation, file retention, and records management. This position will assist with event preparation and post-event procedures and will assist with tracking RSVP’s and on-site at events as needed. Will assist with other projects as assigned.

Required Qualifications

The ideal candidate must have strong demonstrated experience providing administrative support to multiple individuals in an academic or professional office setting; ability to work effectively in a fast-paced office independently managing multiple assignments, prioritizing and meeting deadlines; must have proficiency in computer skills such as electronic mail, scheduling, word processing, and spreadsheets; excellent organizational, communication and interpersonal skills with the ability to interact respectfully and comfortably with all individuals in a diverse, multicultural environment.

Preferred Qualifications

Bachelor’s degree in Business, Management, English, Communication, or related fields; experience with large relational databases such as Blackbaud or Banner; experience providing administrative support to those who are responsible for all aspects of organizing, planning and budgeting of professional events; experience in project management to ensure quality completion of projects.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

$38,000 - $42,0000

Hours per week

40+

Review Date

November 29, 2026

Additional Information

Safe Driving Record

Must have criminal background check and a driver’s license check

Lifting (20 – 50 lbs) | Sitting | Walking | Standing | Reaching | Repetitive motion | Bending | Climbing | Push/Pulling

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 institutes. A leading global research institution, Virginia Tech conducts more than $650 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 HR at [e-mail] during regular business hours at least 10 business days prior to the event.