Event Operations Manager, Office of the President

The University of Virginia seeks applications for an Event Operations Manager on the Major Events and External Relations team to support the Office of the President. This position is a critical member of a team charged with planning and coordinating events and interfacing with a range of stakeholders important to the University of Virginia. The Event Operations Manager will report to the Associate Director for Major Events and External Relations.

The Major Events and External Relations Event Operations Manager is a self-motivated, high performer who consistently achieves departmental, organizational, and institutional objectives.

Primary responsibilities include:

• Serve as department lead for all operational aspects of the Major Events and External Relations team for daily and weekly tasks as well as longer-term projects.
• Act as the main point of contact for incoming departmental communication, including phone calls and emails and respond to all communications in a timely manner
• Be responsible for, or asked to assist with, a variety of modes of communication, both print and digital, including event invitations, e-newsletters, and RSVP forms
• Create and maintain departmental communication tools, including websites (Major Events, Founder's Day, and Finals Weekend) and web-based event registrations
• Be trained on and become proficient in University-approved technology platforms, including Cvent, Eventbrite, BlackThorn, Marketing Cloud, and SmartSheets, among others
• Be proficient in using the University's customer relationship management database (CRM) to create contact reports for constituents, build custom reports, and extract strategic data
• Assist with logistical preparations associated with a variety of events including but not limited to Finals Weekend, events sponsored by the President, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, visits by dignitaries, and other special and pan-University events
• Provide support to event planners within the department by preparing event materials (nametags, place cards, access credentials, parking permits, etc.), placing orders for and maintaining a working inventory of departmental and event-specific supplies, submitting work orders, assisting with packing and unpacking for events, and staffing events
• Become proficient in departmental financial processes and procedures, will serve as the main point of contact for billing and procurement, and will be responsible for all account reconciliation for the Major Events and External Relations department
• Provide support as a member of the broader President's Office fiscal team, assisting with financial workflow approvals, procurement processes, and other fiscal and budgetary activities. Approximately 25% of the position will be dedicated to this work
• Interact daily with key stakeholders, including event attendees, the University's executive leadership team, University leaders, faculty, staff, students, the board of visitors, and community members and will be the Team's first point of contact for general inquiries by phone and email
• Should have a high level of comfortability interfacing with internal and external stakeholders, vendors, and constituents
• In addition to the above job responsibilities, other duties may be assigned. A willingness to pivot and creatively problem solve is necessary

Minimum Qualifications

• Education: Bachelor's degree
• Experience: Four years of experience. Additional experience may be considered in lieu of degree.

Preferred Qualifications

• Experience managing multiple concurrent projects in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfortable with learning and implementing new software technology
• Experience handling mailings using a database system
• Must be detail-oriented with strong organizational and time management skills
• Sound knowledge of basic financial practices including processing invoices, and willingness to learn departmental financial procedures
• Demonstrated ability to maintain a positive attitude throughout the full lifecycle of the event planning process, from concept stage through post-event and final billing
• Strong interpersonal and public relations skills in interacting with diverse constituencies
• Aptitude for exercising independent judgement and proactive critical thinking
• Exceptional written and verbal communication skills
• Ability to be flexible when confronted with changing priorities
• Ability to work in an environment with clearly defined processes and procedures
• Ability to work in a team environment where a project's success is determined by both the individual and team's efforts
• Willingness to assist with team brainstorming sessions and pitch creative and novel event or activation ideas
• Understanding of protocol, discretion, and confidentiality
• The job may occasionally require travel to attend meetings or events, as well as the ability to work evenings and weekend events on an as-needed basis.
• Experience working in higher education or a non-profit organization
• Experience working with Cvent, Eventbrite, and other event registration tools
• Experience with graphic design software, including Adobe Creative Cloud (Photoshop, Illustrator, InDesign, etc.)

Physical Demands

This position is a primary sedentary job involving extensive use of desktop computers. On occasion for events, it will require the ability to move event materials as needed (~20 lbs.), as well as moving and being in a stationary position.

The anticipated hiring range is $60,000-$73,000, commensurate with education and experience.

This is an exempt-level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and must be performed fully on-site in a shared office space.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review will begin after September 22, 2025.

Background checks will be conducted on all new hires prior to employment.

This position will not consider candidates who require immigration sponsorship now or in the future.

Please apply online, by searching for requisition number R0076424. Complete an application with the following documents:

• Resume (Required)
• Cover Letter (Required)
• Portfolio (Optional)

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching "Find Jobs."

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

For additional information about the position, please contact Grace Dorner, Associate Director for Major Events and External Relations at uzr5me@virginia.edu.

For questions about the application process, please contact Jessica Russo, Senior Recruiter, at sxv9zv@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.