Special Events Coordinator

The Chronicle Of Higher Education, Inc.; Blacksburg (VA); On-site; USD 50,000 - 54,000; Full time

Job summary

Virginia Tech's Division of Advancement seeks a Special Events Coordinator to plan and execute high-profile events that engage alumni, major donors, and university partners. You will collaborate with a team of event professionals to ensure flawless execution across logistics, budgets, and messaging.

This role requires strong organizational skills, the ability to manage multiple projects, and comfort working nights and weekends.

Qualifications

• Experience in project coordination or event planning.
• Experience working with vendors and contracted services.
• Ability to work in a fast-paced environment and make quick decisions.
• Exceptional interpersonal, communication, and organizational skills.
• Willingness to work nights and weekends.
• Proficiency with MS Office, Zoom/Teams, and Outlook.

Responsibilities

• Plan and execute a wide variety of events for donors and university activities.
• Manage logistics including décor, schedule, venue, catering, AV, guest lists, transportation, programs.
• Collaborate with campus partners and vendors, secure contracts, and track budgets.
• Prepare event documentation and communications for university leadership.

Skills

Project coordination

Event planning

Vendor management

Decision making

Interpersonal skills

Organizational skills

Night/weekend availability

Education

Bachelor’s degree or equivalent in related field

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Outlook

Job description

Overview

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 plays a significant role in advancing Virginia Tech.

Responsibilities

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, taking initiative to problem‑solve, and making 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 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 or 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.

Preferred Qualifications

• Bachelor’s degree or equivalent level training/experience in a 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.).

Additional Requirements

Maximum hours per week: 40+. The successful candidate will be required to have a criminal conviction check. Ability to work nights and weekends, and participation in college or university programs when possible. Safe driving record.

Compensation & Benefits

Pay Band: 4. Overtime Status: Exempt (Not eligible for overtime). Salary: $50,000 – $54,000.

Legal & Equal Opportunity Statement

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.