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Assistant Destination Event Planning Jobs in Virginia

FORKIDS INC

Event Support Specialist

Chesapeake, VA · On-site

$21.63 - $28.84/hr

... the planning and logistical execution of fundraising events, donor engagement activities, and ... and agency functions. * Assist with the negotiation and execution of event-related contracts ...

FORKIDS INC

Event Support Specialist

Chesapeake, VA · On-site

$21.63 - $28.84/hr

... the planning and logistical execution of fundraising events, donor engagement activities, and ... and agency functions. * Assist with the negotiation and execution of event-related contracts ...

Peraton

Intelligence Planner

Fort Belvoir, VA · On-site

In this role, you will assist in the development of plans, procedures, and operational products ... Experience supporting exercises, training events, or operational planning efforts. * Prior military ...

Peraton

Intelligence Planner

Fort Belvoir, VA

In this role, you will assist in the development of plans, procedures, and operational products ... Experience supporting exercises, training events, or operational planning efforts. * Prior military ...

Cvent

Project Manager, Enterprise Events

Tysons, VA · On-site

... special event venues and destinations to help them grow their group/MICE and corporate travel ... Requires a Bachelor's degree or 3+ years of customer success or event planning experience.

ClubCorp

Event Sales Coordinator

Haymarket, VA · On-site

$20 - $22/hr

Job Summary The Event Sales Coordinator assists with the planning and coordination of event sales ... Reports to the Event Sales Director Day to Day * Assist the Event Sales Manager with the ...

Invited Clubs

Event Sales Coordinator

Haymarket, VA · On-site

$18.50 - $25.50/hr

Job Summary The Event Sales Coordinator assists with the planning and coordination of event sales ... Reports to the Event Sales Director Day to Day * Assist the Event Sales Manager with the ...

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All JobsDestination Event Planning JobsAssistant Destination Event Planning JobsAssistant Destination Event Planning Jobs in Virginia

Assistant Destination Event Planning information

What are the key skills and qualifications needed to thrive as an assistant destination event planner?

To thrive as an Assistant Destination Event Planner, you need strong organizational skills, attention to detail, and a background in hospitality or event management, often supported by a relevant degree or certification. Familiarity with event management software, budgeting tools, and travel coordination systems is typically required. Excellent communication, problem-solving abilities, and cultural awareness are soft skills that help you excel in this role. These competencies ensure seamless event execution, client satisfaction, and the ability to manage complex logistics in diverse locations.

What are some common challenges faced when coordinating destination events as an assistant destination event planner?

Assistant Destination Event Planners often encounter challenges such as managing logistics across different time zones, coordinating with local vendors who may have varying business practices, and handling last-minute changes due to travel disruptions or weather. Clear communication and strong organizational skills are essential to keep all stakeholders aligned, especially when working remotely with venues and suppliers. Building reliable relationships with local contacts and being adaptable can help address these challenges efficiently, ensuring successful event execution.

What is an assistant destination event planner?

An Assistant Destination Event Planner is a professional who supports the planning and coordination of events, such as weddings, conferences, or corporate retreats, in locations away from the client's hometown. They help with logistics, vendor coordination, travel arrangements, and on-site event management to ensure everything runs smoothly. Their role often involves working closely with clients, handling administrative tasks, and addressing any issues that arise before and during the event. This position requires strong organizational skills, attention to detail, and the ability to adapt to different cultures and locations.

What is the difference between Assistant Destination Event Planning vs Event Coordinator?

AspectAssistant Destination Event PlanningEvent Coordinator
CredentialsHigh school diploma, certifications in event planning preferredHigh school diploma, certifications often beneficial
Work EnvironmentTravel to destinations, work on-site at event locationsOffice-based with on-site event presence
Employer & IndustryEvent planning companies, travel agencies, hospitalityEvent planning firms, corporate, nonprofit, hospitality
Search & Comparison IntentAssisting in planning, supporting destination eventsManaging event logistics, overseeing event execution

Assistant Destination Event Planning roles focus on supporting the planning process for destination events, often involving travel and coordination with vendors. Event Coordinators handle the overall management and execution of events, ensuring everything runs smoothly. While both roles require similar credentials and work in related environments, their responsibilities differ in scope and focus.

What are the most commonly searched types of Destination Event Planning jobs in Virginia? The most popular types of Destination Event Planning jobs in Virginia are:
What are popular job titles related to Assistant Destination Event Planning jobs in Virginia? For Assistant Destination Event Planning jobs in Virginia, the most frequently searched job titles are:
What job categories do people searching Assistant Destination Event Planning jobs in Virginia look for? The top searched job categories for Assistant Destination Event Planning jobs in Virginia are:
What cities in Virginia are hiring for Assistant Destination Event Planning jobs? Cities in Virginia with the most Assistant Destination Event Planning job openings:
Assistant Destination Event Planning jobs near you

Assistant Director of Special Events

Eastern Virginia Medical School

Norfolk, VA

$75K/mo

Full-time

Posted 18 days ago

Job description

Under general direction of the Director of Special Events & Operations, the Assistant Director of Special Events plans, manages and executes a wide range of institutional events and initiatives that support the university’s strategic priorities. This position serves as a key member of the Special Events team by providing exceptional customer service, building collaborative relationships with internal and external stakeholders, and ensuring the successful execution of high-quality events.

The ideal candidate is an enthusiastic, organized, and resourceful professional who can anticipate project needs, establish priorities, manage multiple concurrent assignments, and consistently meet deadlines with minimal supervision. Flexibility to work occasional evenings and weekends is required.

CORE COMPETENCIES

The successful candidate will demonstrate:

  • Excellent organizational and time management skills, with the ability to manage multiple projects, priorities, and deadlines simultaneously.
  • Strong interpersonal skills and the ability to build and maintain collaborative relationships with campus partners, vendors, customers, volunteers, and colleagues.
  • Professionalism, discretion, and confidence when working with senior leadership, donors, faculty, and external constituents.
  • Adaptability and initiative in responding to changing priorities and organizational needs while maintaining a positive, solutions-oriented approach.
  • Sound judgment, critical thinking, and effective decision-making skills.
  • Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and diplomatically.
  • Integrity and accountability in complying with university policies, procedures, and ethical standards.

POSITION-SPECIFIC COMPETENCIES

The Assistant Director should possess:

  • Demonstrated success managing multiple events and projects with exceptional organization, attention to detail, and follow-through.
  • Experience using event management technology, including registration systems, room scheduling, event diagramming software, reporting tools, and data management platforms.
  • Knowledge of best practices in event planning, logistical operations, catering, risk management, safety protocols, and budget administration.
  • Ability to independently manage projects from concept through execution with minimal supervision.
  • Proven ability to work collaboratively while also leading teams of staff, volunteers, vendors, and service providers.
  • Strong writing, editing, proofreading, and presentation skills, including drafting professional correspondence, event materials, and providing instructions or presentations to large audiences.

Event Planning

  • Assist in developing event goals, project plans, communication strategies, timelines, and budgets.
  • Plan, coordinate, and execute all aspects of assigned events, including registration websites, project timelines, checklists, vendor coordination, contracts, catering, audiovisual services, décor, entertainment, transportation, and logistics.
  • Develop and monitor event budgets, tracking revenues and expenditures to ensure fiscal responsibility.
  • Coordinate with university departments to secure facilities, technology, staffing, security, parking, housekeeping, and other support services.
  • Partner with University Communications and Marketing to develop event collateral, promotional materials, signage, invitations, and digital communications.
  • Organize planning meetings, prepare agendas, document action items, and monitor project progress.

Event Administration

  • Prepare event budgets and provide regular project status updates.
  • Manage guest registration, RSVP tracking, reporting, and database maintenance.
  • Complete post-event evaluations, budget reconciliations, documentation, and project closeout activities.
  • Monitor event revenues, expenditures, invoices, payments, and internal financial processing.
  • Review, process, and coordinate vendor contracts in accordance with university policies.
  • Maintain event calendars, schedule meetings, and coordinate appointments.
  • Provide administrative and operational support for departmental initiatives and special projects.
  • Perform other duties as assigned.

Event Production

  • Oversee event setup, execution, and breakdown, including staging areas, equipment, signage, and event materials.
  • Anticipate staffing, equipment, and operational needs to ensure seamless event execution.
  • Recommend and implement process improvements that enhance planning efficiency, guest experience, and operational effectiveness.

Minimum Qualifications and Skills:

  • Bachelor’s degree or an equivalent combination of education, training, and relevant experience.
  • A minimum of three (3) years progressively responsible experience planning and executing successful special events. Preference will be given to candidates with event or meeting planning certifications, and experience in higher education and/or nonprofit organizations.

Preferred Qualifications:

  • Proficiency with Microsoft Excel, Word, PowerPoint, Outlook, and Teams.
  • Working knowledge of event technology platforms such as Cvent, NameCoach, Social Tables, Tassel/Marching Order, AI Platforms, Qualtrics, or comparable software.
  • Experience planning academic ceremonies & institutional events, including Commencement, Student Orientation and similar programs.
  • Knowledge of applicable local and state regulations related to health, fire, safety, accessibility and facility operations.

US-VA-Norfolk

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