Special Events Assistant

Job Description

The Special Events Assistant plays a key role in supporting the Advancement Division and the Office of Special Events by providing administrative registration financial and event support that contributes to the successful execution of Advancement events. This position manages daily event registration processing in Blackbaud CRM ensuring registrations are accurately matched to constituent records processing event payments and refunds reconciling daily revenue and assisting the Senior Event Registration Coordinator with the creation and maintenance of online event registration forms.

The position also provides operational support for the Office of Special Events by processing banquet event orders (BEOs) quotes and invoices; assisting with budget preparation management and reconciliation; and preparing post-event surveys and Gift on Events reports. Additional responsibilities include running Blackbaud data processes writing queries generating nametags and mailing lists maintaining administrator and select group information tracking event RSVPs supporting annual PCI compliance activities and assisting with a variety of special projects. Through strong attention to detail organization and customer service this position helps ensure accurate data sound financial processes and a seamless event experience for Advancement constituents.

Required Qualifications

Strong demonstrated experience with large relational databases such as Blackbaud or Banner

Ability to work effectively in a fast-paced office independently managing multiple assignments prioritizing and meeting deadlines

Proficiency in Microsoft Excel

Excellent organizational communication and interpersonal skills with the ability to interact respectfully and comfortably with all individuals in a diverse multicultural environment

Preferred Qualifications

Bachelors degree in Business Management Accounting English Communication or related field

Experience providing administrative support to those who are responsible for all aspects of organizing planning and budgeting of professional events

Experience with web design; experience in project management to ensure quality completion of projects

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

$41000 - $46000

Hours per week

40

Review Date

September 10 2026

Additional Information

Moderate to Heavy Lifting (25lbs)
Safe Driving Record
Considerable Walking Standing Bending Stooping

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

About Virginia Tech

Dedicated to its mottoUt 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 aninclusive communitydedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eightundergraduate colleges aschool of medicine aveterinary medicinecollegeGraduate School andHonors 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 numerousExtension officesandresearch 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.