Assistant Director of Special Events

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society’s most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we’re building on momentum and offering a Roanoke experience for today’s students and a legacy that belongs to every Maroon. Learn about the College's new strategic plan, Imagine Roanoke: A Strategic Plan for Roanoke College and the 21st Century Learner.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.

The Position

The Assistant Director of Special Events supports the mission of Roanoke College’s Advancement division by planning, coordinating, and executing a broad portfolio of high-impact institutional events. This role focuses on donor engagement, stewardship events, Advancement programs, and Board of Trustees functions, as well as engagement with alumni and families. The Assistant Director works closely with senior leadership, Advancement colleagues, internal departments, external vendors, and key stakeholders to ensure seamless delivery, adherence to protocol, and a high-quality guest experience that strengthens relationships across the College community.

Key Responsibilities:

Event Planning & Management

• Support the full lifecycle of Advancement and institutional events, including assisting with concept development, logistics, on-site management, and post-event follow-up.
• Assist in planning and executing signature donor and stewardship events, including donor recognition celebrations, campaign-related events, scholarship events, cultivation receptions, alumni events, and President’s Office-supported functions.
• Assist with planning and logistics for Board of Trustees receptions, ensuring accuracy, professionalism, and adherence to College protocols.
• Coordinate all special events logistical elements: venue booking, catering, A/V, décor, transportation, seating layouts, signage, invitations, name badges/programs, registration systems, and on-site execution.
• Support event set-up, breakdown, and resetting of event spaces.

Budgeting & Financial Oversight

• Monitor event budgets to ensure responsible stewardship of institutional and donor resources.
• Track event expenses to ensure alignment with budgets.
• Work with vendors to negotiate contracts and ensure cost-effective event execution.

Stakeholder Coordination & Communication

• Assist with preparation and editing of event communications and materials—including invitations, programs, scripts, speeches, donor recognition pieces, signage, and post-event correspondence.
• Manage guest lists, RSVPs, seating assignments, and communication timelines for special events, ensuring accuracy and professionalism.

Team & Vendor Management

• Supervise student workers who support event preparation and on-site execution.
• Partner with campus services—Facilities, Campus Safety, Catering, IT, Marketing & Communications, and Transportation—to ensure coordinated and high-quality event delivery.
• Maintain productive relationships with external vendors providing catering, rentals, décor, A/V, and other event services.

Strategic Planning & Event Management

• Assist in developing and maintaining a comprehensive Advancement and donor events calendar, ensuring alignment with institutional goals and engagement strategies.
• Provide recommendations on event protocol, standards, branding, and best practices in collaboration with Advancement leadership.
• Conduct post-event assessments, analyze outcomes, and propose improvements to enhance future events and donor experiences.

Other Duties

• Must be able to work evenings, weekends, and holidays as required by the event schedule.
• Manage sensitive information—including donor records and trustee details with the highest level of discretion and professionalism.
• Perform additional duties as assigned in support of the Advancement division.

Education, Experience, Skills, and Abilities:

• Bachelor’s degree (preferably in business, marketing, hospitality, communications, event management, or a related field).
• Experience in event planning and coordination, ideally within a higher-education or nonprofit Advancement/Development setting.
• Experience managing large-scale, high-profile events and working with donors is strongly preferred.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple complex projects under tight deadlines.
• Excellent verbal and written communication skills, including comfort drafting event scripts, correspondence, and donor-focused materials.
• Strong interpersonal skills and the ability to build relationships with a range of constituents—trustees, donors, alumni, faculty/staff, students, and external partners.
• Demonstrated ability to work effectively as part of a team in a fast-paced environment.
• Proficiency with event-management platforms, registration systems, Microsoft Office, and familiarity with CRM or donor databases is preferred.
• Ability to drive a vehicle and valid Virginia driver’s license.