Special Events Coordinator

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 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.

Reporting to the Associate Director of Special Events, the Special Events Coordinator represents the Office of Special Events/Advancement on planning committees to ensure events conform to the highest standards, flow smoothly, and meet the goals of the Advancement Division and University. The Coordinator creates and maintains event documentation, prepares university leadership for events, follows standard procedures and protocol, and proactively identifies challenges to problem‑solve and make independent decisions to ensure event success.

The Coordinator manages all event logistics, 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, accurately manage budgets, compile invitation lists, create events and track attendance using the constituent database, write correspondence, and create or design printed materials as needed.

• 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.

• 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 (InDesign, Photoshop, etc.).

4

Exempt:
Not eligible for overtime

Regular

$50,000 - $54,000

40+

July 24th, 2026

Ability to work nights and weekends, and participation in college or university programs when possible. Safe Driving Record. The successful candidate will be required to have a criminal conviction check.

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…