University Affairs and Presidential Events Coordinator

Virginia Wesleyan University•Virginia Beach, VA

1d•Onsite

About The Position

The position is responsible for the planning, coordination, and execution of advancement and presidential special events designed to cultivate, engage, recognize, and steward donors, alumni, and other University constituents. Working closely with the President’s Office and Advancement team, the position manages event logistics, communications, vendors, volunteers, and follow-up activities to ensure events are executed professionally, effectively, on time, and within budget.

Requirements

Bachelor’s Degree preferred
Strong organizational, project management, and written and verbal communication skills
Ability to manage multiple priorities, deadlines, and event details in a fast-paced, results-oriented environment
Strong interpersonal skills and ability to interact professionally with donors, senior leaders, vendors, and other internal and external constituents
Demonstrated attention to detail, sound judgment, discretion, and problem-solving ability
Ability to work independently and collaboratively as part of a team
Experience in event management, advancement, fundraising, donor relations, or a related field, preferably in higher education or a similarly complex organization
Experience coordinating vendors, event logistics, communications, and budgets
Proficiency with Microsoft Office and Google Workspace
Demonstrated ability to work with relational databases, email marketing platforms, and other event or constituent-management systems
Ability to quickly learn and adapt to new technology and software platforms

Responsibilities

Directs end-to-end planning and implementation of advancement and presidential special events focused on donor and constituent cultivation, engagement, recognition, and stewardship, including event logistics, production needs, timelines, and program materials.
Coordinates event communications, publicity, invitation and mailing lists, and electronic marketing in collaboration with the Office of the President, Advancement, and Marketing and Communications.
Collaborates with Advancement colleagues to identify, cultivate, secure, and steward event sponsorships, including coordination of sponsor benefits and recognition.
Coordinates vendors, contracts, and event expenditures, ensuring services and costs align with established budgets, timelines, and University requirements.
Recruits, trains, and supervises volunteers, graduate interns, and work-study students involved in event preparation and execution.
Manages events on site, coordinating vendors, staff, and logistics, troubleshooting issues, and ensuring a high-quality guest experience.
Oversees post-event activities, including vendor settlement, donor and constituent follow-up, return of rented or borrowed materials, and event-site restoration; evaluates outcomes to strengthen future events and engagement strategies.
Maintains a high level of professionalism, discretion, responsiveness, and attention to detail when representing the Office of the President, Advancement, and the University.
Works evenings and weekends as required to support University events and activities.
Performs other duties as assigned.