The Associate Director of Special Events, reporting to the Director of Special Events, serves as a key leader and strategic manager within University Advancement’s 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 university’s 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 division’s 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 Director’s 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