Associate Director of Special Events
Associate Director of Special Events
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$ 70000 - 80000
1 Vacancy
Job Description
Job Description
The Associate Director of Special Events reporting to the Director of Special Events serves as a key leader and strategic manager within University Advancements Special Events team at Virginia Tech. This position is primarily responsible for supervising coaching and supporting a team of five event coordinators ensuring effective project management team collaboration and problem-solving across a wide range of university and advancement-related events. While a background in event planning is important the most critical qualification is demonstrated strength in team management operational oversight and process improvement. This position requires a leader who can balance high-level event strategy with hands-on staff management enabling the team to consistently produce high-quality events that maximize engagement and reflect responsible fiscal stewardship.
The Office of Special Events is responsible for planning and executing an extensive portfolio of Advancement and university-wide events including Commencement donor stewardship and alumni engagement events building dedications recognition and campaign celebrations and other high-profile functions involving the universitys major donors alumni and friends. The team partners with university leadership event owners and planning committees to ensure each event meets the highest standards of excellence flows smoothly aligns with strategic priorities and supports engagement and participation goals.
The Associate Director plays a vital role in maintaining consistent planning practices across the team by leading regular meetings with coordinators assisting with onboarding and ongoing training and supporting the use of project management tools like Asana and Prism. This position is also responsible for overseeing the event-related use of the divisions Blackbaud database including registration forms tracking and payment processing.
In addition to team leadership the Associate Director leads the planning of select high-profile events collaborates closely with the Director on budget creation and processes and serves as the primary point of contact for the office in the Directors absence. This role also represents the Office of Special Events on university-wide committees and works directly with Advancement leadership and campus partners across departments.
The Associate Director must have the ability to:
- Travel utilizing standard commercial and/or personal modes of transportation.
- Work nights and weekends and participation in college or university programs when needed.
- Interact effectively and professionally with all levels of university officials as well as university donors volunteers and supporters.
- Identify and solve problems proactively in a high-volume fast-paced environment.
- Work independently while exercising sound judgement with a strong commitment to collaboration and contributing to a high-performing team-oriented environment.
- Manage multiple priorities and deadlines across a team.
- Draft write and appropriately edit printed materials scripts and other event and business-related communication materials.
- Manage sensitive or confidential information with discretion.
- Remain flexible responsive and effective in high-pressure or rapidly changing situations.
Required Qualifications
Masters degree in related field OR Bachelors degree with equivalent level of professional training and/or significant relevant professional experience.
Experience in special event design programming planning delivery and follow-up to include working with vendors and arranging for contracted services.
Proven experience supervising coaching and developing staff in a collaborative fast-paced environment.
Strong organizational and time management skills.
Excellent interpersonal written and verbal communication skills.
Proficiency with current office computer software such as electronic mail word processing spreadsheets relational database applications and project management tools/platforms in addition to a general comfort with learning new systems and technology.
Preferred Qualifications
Administrative and/or office management experience.
Experience with staff interviewing and hiring.
Experience with ERP/CRM and/or relational databases.
Experience with budget preparation payment processing and reconciliation including a basic level understanding of general accounting procedures.
Experience working with professional staff across and/or with advancement services development fundraisers alumni directors and the university community.
Experience planning or overseeing advancement donor engagement or alumni events.
Overtime Status
Exempt: Not eligible for overtime
Appointment Type
Regular
Salary Information
$70000 to $80000
Hours per week
40 hours per week
Review Date
August 1 2025
Additional Information
Unable to sponsor work visas
Safe driving record
Uncommon Work Schedule (Rotating Shifts Weekend Nights)
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 36000 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 the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution Virginia Tech conducts more than $500 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 Human Resourcesat during regular business hours at least 10 business days prior to the event.
Required Experience:
Director
Employment Type
Temp
