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Event Management Specialist

2 months ago

Blacksburg, Virginia, United States Commonwealth of Virginia Full time

Job Overview

The Commonwealth of Virginia is seeking a highly organized, innovative, and proactive individual to take on the role of Event Management Specialist. This position involves collaborating with a vibrant team of event professionals to orchestrate a diverse range of special occasions for both internal and external stakeholders. Responsibilities include, but are not limited to, donor appreciation gatherings, graduation ceremonies, reunions, community events, and various fundraising initiatives. The individual will play a pivotal role in enhancing relationships with alumni, major contributors, and community partners, significantly contributing to the mission of the Commonwealth.

The Event Management Specialist will represent the Office of Special Events on various planning committees, ensuring that all events adhere to the highest standards of excellence, operate seamlessly, and align with the objectives of the organization. They will be responsible for creating and maintaining comprehensive event documentation to prepare leadership for engagements, while also identifying potential challenges and proactively resolving issues to guarantee successful outcomes.

The ideal candidate should possess strong independent judgment 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, and thematic elements. The specialist will conduct thorough research and collaborate closely with venues and vendors, as well as campus partners, to secure contracts and manage event budgets effectively. They will also 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 planning, or a related discipline.
- Familiarity with vendor management and contract negotiations.
- Ability to thrive in a fast-paced environment and make swift decisions.
- Exceptional interpersonal, communication, and organizational skills.
- Capacity to manage multiple projects simultaneously with creativity and attention to detail.
- Availability to work evenings and weekends as needed.
- Proficiency in software applications such as Microsoft Office Suite, Zoom, 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 management within higher education or nonprofit sectors.
- Experience in budget creation, management, and reconciliation.
- Certification in Project Management or Event Planning.
- Demonstrated skills in graphic design or desktop publishing software (e.g., InDesign, Photoshop).

Additional Information

- A valid driving record is required.
- The position does not offer visa sponsorship.
- Willingness to travel using various modes of transportation is essential.
- Ability to work flexible hours, including evenings and weekends, is necessary.

The successful candidate will undergo a criminal background check.

About the Commonwealth of Virginia

The Commonwealth of Virginia is committed to serving its community through knowledge, discovery, and creativity. It offers a diverse range of programs and services designed to enhance the quality of life for its residents and beyond. The organization values inclusivity and does not discriminate based on age, color, disability, sex, gender identity, national origin, race, religion, sexual orientation, or military status.