What are the responsibilities and job description for the Event Manager position at Virginia Tech?
Job Description
The Event Manager serves as the primary point of contact and key resource for event planning, coordination, consultation, and guidance in support of college-wide and advancement-related events within the Pamplin College of Business. This position is responsible for delivering high-quality, strategically aligned events that strengthen stakeholder engagement, advance institutional priorities, and elevate the college’s brand. The Event Manager also provides expertise and guidance across the college to promote a consistent approach to events, ensuring they are thoughtfully planned, well-coordinated, and aligned with the college’s mission and strategic goals.
For events under the Event Manager’s direct responsibility, the position oversees the full event lifecycle, including event design, project management, budget coordination, vendor and contract management, marketing coordination, event technology, assessment, and continuous improvement.
This role will also collaborate closely with internal stakeholders, external partners, and student teams, particularly from the Hospitality and Tourism Management (HTM) program, to deliver innovative, professional, and seamless event experiences.
Key Responsibilities For This Role Will Include
Event Planning and Execution -
The position requires the ability to perform the essential functions of the job. Responsibilities may include moving, lifting, and transporting event materials, supplies, and equipment weighing up to 30 pounds; navigating event venues and campus locations; and performing event-related activities for extended periods during setup, execution, and breakdown.
The position involves a combination of office-based work and on-site event responsibilities and may require frequent use of computers and other event technology. Some travel is required, including travel to the Innovation Campus in Alexandria, Virginia and other event locations. Occasional evening and weekend work is required based on event schedules and operational needs.
Work Location & Flexibility:
This position will be based at Virginia Tech’s Blacksburg Campus and will report directly to the Chief of Staff and Associate Dean for Operations within the Pamplin College of Business. To ensure comprehensive training and integration into our college culture, the position will be fully on-site for the first six months. After this period, the role may shift to a hybrid schedule with up to one day of telework per week, subject to departmental needs.
Required Qualifications
Bachelor’s degree in event management, hospitality, business administration, communications, or related field and/or significant experience in event management.
Demonstrated experience planning and executing events, meetings, programs, or comparable activities from initial planning through event assessment or closeout.
Demonstrated experience coordinating multiple logistical components, such as venues, catering, technology, registration, staffing, transportation, or on-site operations, for events or programs of varying size and complexity.
Demonstrated experience managing event budgets, financial reconciliation, purchasing processes and resource allocation.
Strong project management skills with the ability to lead multiple concurrent initiatives, meet deadlines, and manage competing priorities.
Preferred Qualifications
Experience developing and managing comprehensive event plans, project timelines, run-of-show documents, and event operations from concept through assessment.
Experience in higher education, advancement, or nonprofit event planning.
Demonstrated experience managing large-scale, high-visibility events involving multiple stakeholders, executive leadership and cross-functional planning teams.
Proven proficiency with event registration and management platforms (e.g., Cvent or similar systems), including registration workflows, reporting, communications, and data management.
Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, PowerPoint, Forms, and SharePoint.
Demonstrated ability to work effectively with student teams or experiential learning programs.
Experience negotiating and managing vendor relationships, contracts, and service agreements.
Knowledge of hospitality or event management best practices.
Demonstrated ability to analyze data and utilize assessment findings to inform decision-making and continuous improvement efforts.
Overtime Status
Exempt: Not eligible for overtime
Appointment Type
Restricted
Salary Information
starting at 58,000; commensurate with experience
Hours per week
40
Review Date
11/4/2026; open until filled
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.
Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.
If you are an individual with a disability and desire an accommodation, please contact Samantha Gagnet at sgagnet@vt.edu during regular business hours at least 10 business days prior to the event.
The Event Manager serves as the primary point of contact and key resource for event planning, coordination, consultation, and guidance in support of college-wide and advancement-related events within the Pamplin College of Business. This position is responsible for delivering high-quality, strategically aligned events that strengthen stakeholder engagement, advance institutional priorities, and elevate the college’s brand. The Event Manager also provides expertise and guidance across the college to promote a consistent approach to events, ensuring they are thoughtfully planned, well-coordinated, and aligned with the college’s mission and strategic goals.
For events under the Event Manager’s direct responsibility, the position oversees the full event lifecycle, including event design, project management, budget coordination, vendor and contract management, marketing coordination, event technology, assessment, and continuous improvement.
This role will also collaborate closely with internal stakeholders, external partners, and student teams, particularly from the Hospitality and Tourism Management (HTM) program, to deliver innovative, professional, and seamless event experiences.
Key Responsibilities For This Role Will Include
Event Planning and Execution -
- Lead the planning and execution of approximately 25 events annually across a range of attendance levels, including new employee events, college-wide meetings, kickoffs, intimate dinners, tailgates, receptions, and awards celebrations. These events would focus on donor engagement and stewardship, leadership engagement, employee experience, community building, recognition, and relationship development.
- Develop event timelines, budgets, logistics, and staffing plans while coordinating venues, vendors, catering, technology, and on-site operations.
- Partner with college leadership, Advancement, and academic units to deliver high-quality events that align with the college’s strategic priorities and branding.
- Evaluate event outcomes and implement continuous improvements.
- Serve as the college-wide resource for event planning within the Pamplin College of Business, providing consultation, tools, best practices, and strategic guidance to support consistent, high-quality, and mission-aligned event experiences.
- Manage vendor relationships, contracts, and event procedures while ensuring compliance with university policies, procedures, and budget guidelines.
- Coordinate student involvement in event planning and experiential learning opportunities.
- Supervise and mentor student employees and project teams.
- Develop and manage event budgets, monitor expenditures, and identify opportunities to improve efficiency and maximize resources for events within the Pamplin College of Business.
The position requires the ability to perform the essential functions of the job. Responsibilities may include moving, lifting, and transporting event materials, supplies, and equipment weighing up to 30 pounds; navigating event venues and campus locations; and performing event-related activities for extended periods during setup, execution, and breakdown.
The position involves a combination of office-based work and on-site event responsibilities and may require frequent use of computers and other event technology. Some travel is required, including travel to the Innovation Campus in Alexandria, Virginia and other event locations. Occasional evening and weekend work is required based on event schedules and operational needs.
Work Location & Flexibility:
This position will be based at Virginia Tech’s Blacksburg Campus and will report directly to the Chief of Staff and Associate Dean for Operations within the Pamplin College of Business. To ensure comprehensive training and integration into our college culture, the position will be fully on-site for the first six months. After this period, the role may shift to a hybrid schedule with up to one day of telework per week, subject to departmental needs.
Required Qualifications
Bachelor’s degree in event management, hospitality, business administration, communications, or related field and/or significant experience in event management.
Demonstrated experience planning and executing events, meetings, programs, or comparable activities from initial planning through event assessment or closeout.
Demonstrated experience coordinating multiple logistical components, such as venues, catering, technology, registration, staffing, transportation, or on-site operations, for events or programs of varying size and complexity.
Demonstrated experience managing event budgets, financial reconciliation, purchasing processes and resource allocation.
Strong project management skills with the ability to lead multiple concurrent initiatives, meet deadlines, and manage competing priorities.
Preferred Qualifications
Experience developing and managing comprehensive event plans, project timelines, run-of-show documents, and event operations from concept through assessment.
Experience in higher education, advancement, or nonprofit event planning.
Demonstrated experience managing large-scale, high-visibility events involving multiple stakeholders, executive leadership and cross-functional planning teams.
Proven proficiency with event registration and management platforms (e.g., Cvent or similar systems), including registration workflows, reporting, communications, and data management.
Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, PowerPoint, Forms, and SharePoint.
Demonstrated ability to work effectively with student teams or experiential learning programs.
Experience negotiating and managing vendor relationships, contracts, and service agreements.
Knowledge of hospitality or event management best practices.
Demonstrated ability to analyze data and utilize assessment findings to inform decision-making and continuous improvement efforts.
Overtime Status
Exempt: Not eligible for overtime
Appointment Type
Restricted
Salary Information
starting at 58,000; commensurate with experience
Hours per week
40
Review Date
11/4/2026; open until filled
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.
Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.
If you are an individual with a disability and desire an accommodation, please contact Samantha Gagnet at sgagnet@vt.edu during regular business hours at least 10 business days prior to the event.