Special Events Assistant

Virginia Tech•Blacksburg, VA

4d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

Manages daily event registration processing in Blackbaud CRM, ensuring registrations are accurately matched to constituent records.
Processes event payments and refunds, and reconciles daily revenue.
Assists with the creation and maintenance of online event registration forms.
Processes banquet event orders (BEOs), quotes, and invoices.
Assists with budget preparation, management, and reconciliation.
Prepares post-event surveys and Gift on Events reports.
Runs Blackbaud data processes, writes queries, and generates nametags and mailing lists.
Maintains administrator and select group information.
Tracks event RSVPs.
Supports annual PCI compliance activities.
Assists with a variety of special projects.