Assistant Director of Special Events

Overview

Under general direction of the Director of Special Events & Operations, the Assistant Director of Special Events plans, manages and executes a wide range of institutional events and initiatives that support the university’s strategic priorities. This position serves as a key member of the Special Events team by providing exceptional customer service, building collaborative relationships with internal and external stakeholders, and ensuring the successful execution of high-quality events.

 

The ideal candidate is an enthusiastic, organized, and resourceful professional who can anticipate project needs, establish priorities, manage multiple concurrent assignments, and consistently meet deadlines with minimal supervision. Flexibility to work occasional evenings and weekends is required.

 

CORE COMPETENCIES

The successful candidate will demonstrate:

• Excellent organizational and time management skills, with the ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong interpersonal skills and the ability to build and maintain collaborative relationships with campus partners, vendors, customers, volunteers, and colleagues.
• Professionalism, discretion, and confidence when working with senior leadership, donors, faculty, and external constituents.
• Adaptability and initiative in responding to changing priorities and organizational needs while maintaining a positive, solutions-oriented approach.
• Sound judgment, critical thinking, and effective decision-making skills.
• Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and diplomatically.
• Integrity and accountability in complying with university policies, procedures, and ethical standards.

 

POSITION-SPECIFIC COMPETENCIES

The Assistant Director should possess:

• Demonstrated success managing multiple events and projects with exceptional organization, attention to detail, and follow-through.
• Experience using event management technology, including registration systems, room scheduling, event diagramming software, reporting tools, and data management platforms.
• Knowledge of best practices in event planning, logistical operations, catering, risk management, safety protocols, and budget administration.
• Ability to independently manage projects from concept through execution with minimal supervision.
• Proven ability to work collaboratively while also leading teams of staff, volunteers, vendors, and service providers.
• Strong writing, editing, proofreading, and presentation skills, including drafting professional correspondence, event materials, and providing instructions or presentations to large audiences.

Responsibilities

Event Planning

• Assist in developing event goals, project plans, communication strategies, timelines, and budgets.
• Plan, coordinate, and execute all aspects of assigned events, including registration websites, project timelines, checklists, vendor coordination, contracts, catering, audiovisual services, décor, entertainment, transportation, and logistics.
• Develop and monitor event budgets, tracking revenues and expenditures to ensure fiscal responsibility.
• Coordinate with university departments to secure facilities, technology, staffing, security, parking, housekeeping, and other support services.
• Partner with University Communications and Marketing to develop event collateral, promotional materials, signage, invitations, and digital communications.
• Organize planning meetings, prepare agendas, document action items, and monitor project progress.

Event Administration

• Prepare event budgets and provide regular project status updates.
• Manage guest registration, RSVP tracking, reporting, and database maintenance.
• Complete post-event evaluations, budget reconciliations, documentation, and project closeout activities.
• Monitor event revenues, expenditures, invoices, payments, and internal financial processing.
• Review, process, and coordinate vendor contracts in accordance with university policies.
• Maintain event calendars, schedule meetings, and coordinate appointments.
• Provide administrative and operational support for departmental initiatives and special projects.
• Perform other duties as assigned.

Event Production

• Oversee event setup, execution, and breakdown, including staging areas, equipment, signage, and event materials.
• Anticipate staffing, equipment, and operational needs to ensure seamless event execution.
• Recommend and implement process improvements that enhance planning efficiency, guest experience, and operational effectiveness.

Qualifications

Minimum Qualifications and Skills:

• Bachelor’s degree and a minimum of three (3) years progressively responsible experience planning and executing successful special events. Preference will be given to candidates with event or meeting planning certifications, and experience in higher education and/or nonprofit organizations.

 

Preferred Qualifications:

• Proficiency with Microsoft Excel, Word, PowerPoint, Outlook, and Teams.
• Working knowledge of event technology platforms such as Cvent, NameCoach, Social Tables, Tassel/Marching Order, AI Platforms, Qualtrics, or comparable software.
• Experience planning academic ceremonies & institutional events, including Commencement, Student Orientation and similar programs.
• Knowledge of applicable local and state regulations related to health, fire, safety, accessibility and facility operations.

Location : Location

US-VA-Norfolk