Senior Events Administrator

2 weeks ago

Charlottesville, Virginia, United States Commonwealth of Virginia Full time
Position Overview:
The Commonwealth of Virginia is seeking applications for an Events Coordination Specialist.

The selected candidate will play a pivotal role within the Marketing team, directly reporting to the Director of Marketing. This position is essential for orchestrating a variety of events and meetings, catering to diverse audiences and objectives.

Key Responsibilities:
  • Lead the planning and execution of events hosted by senior leadership and other significant gatherings.
  • Manage all facets of event and meeting organization, including program development in collaboration with leadership, logistics, vendor negotiations, and budget oversight.
  • Create comprehensive project plans and manage event budgets to align with organizational goals.
  • Develop efficient processes for scheduling and coordinating events, ensuring collaboration with relevant stakeholders.
  • Anticipate and prepare for recurring events by analyzing past trends and adjusting logistics accordingly.
  • Oversee the invitation and RSVP processes, ensuring effective communication with attendees.
Building Event Planning Capacity:
  • Provide guidance and resources to fellow event planners, fostering a culture of excellence in event management.
  • Design and implement event management policies and procedures, continually assessing and enhancing them.
  • Cultivate and maintain relationships with internal departments, vendors, and event management partners.
  • Address sensitive issues and requests, consulting with leadership as necessary.
  • Identify and implement effective solutions for event tracking and participant management systems.
  • Ensure compliance with procurement and budget management protocols.
Compensation:
Anticipated salary range: $70K - $100K, commensurate with experience.

Qualifications:
  • A Bachelor's degree with a minimum of 4 years of relevant experience.
  • Alternatively, 8 years of relevant experience may substitute for a degree.
Preferred Skills:
  • Proven experience in program and event management, including budget development and financial oversight.
  • Exceptional organizational skills with a keen attention to detail.
  • Ability to maintain professionalism in high-pressure situations.
  • Strong communication skills, capable of building relationships across diverse groups.
  • Commitment to customer service and proactive problem-solving.
  • Familiarity with event spaces and services in the region is advantageous.
  • Knowledge of audio-visual systems and videoconferencing technology.
  • Flexibility to work evenings and weekends as required.
Application Process:
Interested candidates should prepare a cover letter and resume for submission. All materials should be uploaded into the designated submission field.

Physical Requirements:
This role primarily involves sedentary work with extensive use of desktop computers. Occasional travel may be required for meetings and events. The ability to stand for extended periods and lift equipment up to 50 pounds is necessary.

The Commonwealth of Virginia is committed to fostering a diverse workforce and encourages applications from individuals of all backgrounds.

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