Event Operations Manager, Office President

The University of Virginia seeks applications for an Event Operations Manager on the Major Events and External Relations team to support the Office of the President. This position is a critical member of a team charged with planning and coordinating events and interfacing with a range of stakeholders important to the University of Virginia. The Event Operations Manager will report to the Associate Director for Major Events and External Relations.

The Major Events and External Relations Event Operations Manager is a self‑motivated, high performer who consistently achieves departmental, organizational, and institutional objectives.

• Serve as department lead for all operational aspects of the Major Events and External Relations team for daily and weekly tasks as well as longer‑term projects.
• Act as the main point of contact for incoming departmental communication, including phone calls and emails and respond to all communications in a timely manner
• Be responsible for, or asked to assist with, a variety of modes of communication, both print and digital, including event invitations, e‑newsletters, and RSVP forms
• Create and maintain departmental communication tools, including websites (Major Events, Founder's Day, and Finals Weekend) and web‑based event registrations
• Be trained on and become proficient in University‑approved technology platforms, including Cvent, Eventbrite, Black Thorn, Marketing Cloud, and Smart Sheets, among others
• Be proficient in using the University’s customer relationship management database (CRM) to create contact reports for constituents, build custom reports, and extract strategic data
• Assist with logistical preparations associated with a variety of events including but not limited to Finals Weekend, events sponsored by the President, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, visits by dignitaries, and other special and pan‑University events
• Provide support to event planners within the department by preparing event materials (nametags, place cards, access credentials, parking permits, etc.), placing orders for and maintaining a working inventory of departmental and event‑specific supplies, submitting work orders, assisting with packing and unpacking for events, and staffing events
• Become proficient in departmental financial processes and procedures, will serve as the main point of contact for billing and procurement, and will be responsible for all account reconciliation for the Major Events and External Relations department
• Provide support as a member of the broader President’s Office fiscal team, assisting with financial workflow approvals, procurement processes, and other fiscal and budgetary activities. Approximately 25% of the position will be dedicated to this work
• Interact daily with key stakeholders, including event attendees, the University’s executive leadership team, University leaders, faculty, staff, students, the board of visitors, and community members and will be the Team’s first point of contact for general inquiries by phone and email
• Should have a high level of comfortability interfacing with internal and external stakeholders, vendors, and constituents
• In addition to the above job responsibilities, other duties may be assigned. A willingness to pivot and creatively problem solve is necessary

• Education:
  
  Bachelor’s degree
• Experience:
  
  Four years of experience. Additional experience may be considered in lieu of degree.

• Experience managing multiple concurrent projects in a fast‑paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfortable with learning and implementing new software technology
• Experience handling mailings using a database system
• Must be detail‑oriented with strong organizational and time management skills
• Sound knowledge of basic financial practices including processing invoices, and willingness to learn departmental financial procedures
• Demonstrated ability to maintain a positive attitude throughout the full lifecycle of the event planning…