Assistant Director Event Planning Jobs (NOW HIRING)

Job Description

At Virginia Tech, events do more than bring people together. They spark connection, celebrate achievement, inspire learning, and bring our Student Affairs community to life. From welcoming staff at Fall Kick-Off to recognizing excellence through Aspire! Celebrations, our events create meaningful experiences that strengthen relationships, build culture, and advance our mission.
The Assistant Director of Event Management helps bring many of Student Affairs' most visible and meaningful experiences to life. As the division's event management expert, this position provides creativity, organization, and operational leadership for a dynamic portfolio of divisional, employee engagement, professional development, recognition, and Office of the Vice President for Student Affairs events.
This role is responsible for creating memorable, inclusive, and high-quality experiences that engage employees, campus partners, and friends of Student Affairs. The Assistant Director develops and manages coordinated event planning processes that advance divisional priorities, strengthen the employee experience, and support a culture of belonging, recognition, and engagement.
From big-picture planning to day-of execution, the Assistant Director supports the full event lifecycle, including event design, project management, budget coordination, vendor and contract management, marketing coordination, event technology, assessment, and continuous improvement. This position serves as a key resource for event management across the division, providing consultation, tools, and guidance to support consistent, high-quality event experiences.
The Assistant Director collaborates and partners with Student Affairs Marketing & Communications, Student Affairs Professional Development, Student Affairs Advancement, the Office of the Vice President for Student Affairs, university partners, and divisional leadership to support signature experiences. This includes leading divisional and employee-focused events while collaborating with Advancement on advancement-related events as appropriate and needed.
This position reports directly to the Director of Marketing and Communications and works closely with the Chief of Operations to ensure divisional events are well coordinated, mission-aligned, and thoughtfully executed.

Required Qualifications

Bachelor's degree in Event Management, Hospitality Management, Higher Education Administration, Communications, Marketing, Business Administration, or related field.
Substantive professional experience with progressively increasing responsibility in leading complex event planning and management initiatives, preferably within higher education, nonprofit organizations, advancement/development, or similarly complex environments.
Demonstrated experience managing large-scale, high-visibility events involving multiple stakeholders, executive leadership, and cross-functional planning teams.
Experience developing and managing comprehensive event plans, project timelines, run-of-show documents, and event operations from concept through assessment.
Demonstrated experience managing event budgets, financial reconciliation, purchasing processes, and resource allocation.
Experience negotiating and managing vendor relationships, contracts, and service agreements.
Proven proficiency with event registration and management platforms (e.g., Cvent or similar systems), including registration workflows, reporting, communications, and data management.
Strong project management skills with the ability to lead multiple concurrent initiatives, meet deadlines, and manage competing priorities.
Demonstrated ability to analyze data and utilize assessment findings to inform decision-making and continuous improvement efforts.
Excellent written, verbal, presentation, and interpersonal communication skills.
Demonstrated ability to build collaborative partnerships and effectively engage diverse stakeholders across organizational levels.
Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, PowerPoint, Forms, and SharePoint.
Ability to work independently, exercise sound judgment, and maintain attention to detail in a fast-paced environment.

Preferred Qualifications

Experience planning or supporting events within higher education.
Experience coordinating employee engagement, professional development, recognition, conferences, retreats, or community-building events.
Experience utilizing event assessment, participant feedback, or data analysis to improve programs and services.
Experience supporting executive-level events or initiatives involving senior leadership and external stakeholders.
Experience coordinating volunteers, student employees, temporary event staff, or cross-functional planning teams.
Familiarity with inclusive event design, accessibility considerations, and participant-centered event planning.

Pay Band

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Overtime Status

Exempt: Not eligible for overtime

Appointment Type

Regular

Salary Information

65,000-75,000

Hours per week

40

Review Date

9/21/26

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance.  These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.