Special Events Assistant

Commonwealth of VA Careers; Virginia (IL); On-site; USD 41,000 - 46,000; Full time

Job summary

Virginia Tech is seeking a Special Events Assistant to support the Advancement Division and the Office of Special Events. The role handles registration processing, payments, refunds, invoicing, budgeting assistance, and data reporting to ensure a seamless event experience for Advancement constituents.

The position requires experience with Blackbaud or Banner databases, Excel proficiency, and strong organizational and communication skills in a diverse environment.

Qualifications

• Experience with large relational databases such as Blackbaud or Banner.
• Ability to work in a fast-paced office while managing multiple assignments and deadlines.
• Proficiency in Microsoft Excel; strong organizational and interpersonal skills in a diverse environment.

Responsibilities

• Manage daily event registration processing in Blackbaud CRM; reconcile registrations with constituent records and process payments/refunds.
• Assist with creation/maintenance of online registration forms and post-event surveys; run data processes and write queries.
• Process banquet event orders (BEOs), quotes, and invoices; assist with budget preparation and reconciliation; generate nametags and mailing lists.
• Track RSVPs, support PCI compliance activities, and contribute to special projects; ensure accurate data and sound financial processes for Advancement constituents.

Skills

Relational databases

Multitasking

Excel proficiency

Communications in diverse environment

Education

Bachelor's degree

Job description

Job Description

The Special Events Assistant plays a key role in supporting the Advancement Division and the Office of Special Events by providing administrative, registration, financial, and event support that contributes to the successful execution of Advancement events. This position manages daily event registration processing in Blackbaud CRM, ensuring registrations are accurately matched to constituent records, processing event payments and refunds, reconciling daily revenue, and assisting the Senior Event Registration Coordinator with the creation and maintenance of online event registration forms.

The position also provides operational support for the Office of Special Events by processing banquet event orders (BEOs), quotes, and invoices; assisting with budget preparation, management, and reconciliation; and preparing post-event surveys and Gift on Events reports. Additional responsibilities include running Blackbaud data processes, writing queries, generating nametags and mailing lists, maintaining administrator and select group information, tracking event RSVPs, supporting annual PCI compliance activities, and assisting with a variety of special projects. Through strong attention to detail, organization, and customer service, this position helps ensure accurate data, sound financial processes, and a seamless event experience for Advancement constituents.

Required Qualifications

• Strong demonstrated experience with large relational databases such as Blackbaud or Banner
• Ability to work effectively in a fast-paced office independently managing multiple assignments, prioritizing and meeting deadlines
• Proficiency in Microsoft Excel
• 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, Accounting, English, Communication, or related field
• Experience providing administrative support to those who are responsible for all aspects of organizing, planning and budgeting of professional events
• Experience with web design; 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

$41,000 - $46,000

Hours per week

40+

Review Date

September 10, 2026

Additional Information

• Moderate to Heavy Lifting (25+lbs)
• Safe Driving Record
• Considerable Walking, Standing, Bending, Stooping

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 aninclusive communitydedicated 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 eightundergraduate 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 numerousExtension officesandresearch 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 [e-mail] during regular business hours at least 10 business days prior to the event.