What are the responsibilities and job description for the Special Events Assistant position at Virginia Tech?
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
Bachelor’s 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
$41,000 - $46,000
Hours per week
40
Review Date
September 10, 2026
Additional Information
Moderate to Heavy Lifting (25 lbs)
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 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 Advancement HR at advhr@vt.edu during regular business hours at least 10 business days prior to the event.
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
Bachelor’s 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
$41,000 - $46,000
Hours per week
40
Review Date
September 10, 2026
Additional Information
Moderate to Heavy Lifting (25 lbs)
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 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 Advancement HR at advhr@vt.edu during regular business hours at least 10 business days prior to the event.
Salary : $41,000 - $46,000