Events Management Associate

2 weeks ago


Blacksburg, Virginia, United States Commonwealth of Virginia Full time

Job Overview

The Commonwealth of Virginia is seeking a talented and detail-oriented individual to join our team as a Special Events Coordinator. This role involves collaborating with a diverse group of event professionals to organize a range of special occasions for both internal and external stakeholders. These events may include donor appreciation gatherings, commencement ceremonies, reunions, tailgating events, building inaugurations, regional fundraising initiatives, and various other significant events that support the mission of the Commonwealth.

The Special Events Coordinator will represent the Office of Special Events and play a crucial role in planning committees, ensuring that all events adhere to the highest standards of excellence, operate seamlessly, and align with the objectives of the organization. This position is responsible for creating and maintaining comprehensive event documentation to prepare leadership for upcoming events while following established protocols and proactively addressing challenges.

The ideal candidate will be a quick learner with strong analytical and decision-making capabilities. Responsibilities include managing all logistical aspects of assigned events, such as décor, scheduling, venue selection, catering, guest lists, audiovisual needs, communication, transportation, programming, entertainment, equipment, and thematic elements. The coordinator will also conduct research and liaise with venues and vendors, coordinate with campus partners, secure contracts, manage event budgets, compile invitation lists, track attendance, draft correspondence, and design printed materials as necessary. This position reports directly to the Assistant Director of Special Events.

Required Qualifications

- Proven experience in project coordination, event management, or a related field.
- Familiarity with vendor relations and contract management.
- Ability to thrive in a fast-paced environment and make timely decisions.
- Exceptional interpersonal, communication, and organizational skills.
- Capacity to manage multiple projects simultaneously with creativity and precision while maintaining attention to detail.
- Availability to work evenings and weekends as needed.
- Proficiency in software applications such as Microsoft Office Suite, Zoom, Microsoft Teams, and Outlook.

Preferred Qualifications

- Bachelor's degree or equivalent experience in a relevant field, with preference for degrees in hospitality, communications, business, or marketing.
- Previous experience in event planning, hospitality, or communications within a higher education or nonprofit context.
- Experience in budget management, including accounts payable and receivable.
- Certification in Project Management or Event/Meeting Management.
- Demonstrated proficiency in graphic design or desktop publishing software (e.g., InDesign, Photoshop).

Additional Information

- A valid driving record is required.
- The position does not offer sponsorship for work visas.
- Willingness to travel using standard transportation methods is essential.
- Ability to work evenings and weekends, as well as participate in relevant programs.

A criminal background check will be required for the successful candidate.

About the Commonwealth of Virginia

The Commonwealth of Virginia is committed to fostering a culture of knowledge, discovery, and creativity. We aim to enhance the quality of life for our citizens and communities through our diverse educational offerings and research initiatives. Our institution serves a wide array of students and is dedicated to promoting inclusivity and excellence in all endeavors.

The Commonwealth of Virginia does not discriminate against employees, students, or applicants based on any protected characteristic. We are committed to providing equal opportunities for all individuals.



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