Events & External Relations Specialist

alignment with the University and VSB’s key messages and strategic objectives. The Specialist is responsible for providing project support for External Relations and Donor Engagement programming, including partnering with internal and external vendors, and partners. The Events & External Relations Specialist works to ensure high-quality service to students, faculty, alumni, program participants, and other stakeholders in support of VSB mission and objectives. The Events & External Relations Specialist also supports financial and administrative processes.

This is a 10‑month staff position aligned with the academic year. The role does not require work during summer months, and compensation is structured to reflect the 10‑month schedule.

The timing of the 2 unpaid summer months is informed by the University academic calendar, major School events, and the business needs of VSB and is established in partnership with the selected candidate. More information about the schedule and position will be shared during the interview process.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties and Responsibilities:

Event Management:

• Partners with the Associate Director and Assistant Dean to develop and execute a strategic event portfolio that advances VSB’s priorities, goals, and stakeholder engagement objectives.
• Leads the planning, coordination, and execution of Dean’s Office signature programs and events, including academic excellence ceremonies, executive speaker programs, and other high-profile initiatives.
• Serves as the primary liaison for internal and external stakeholders, ensuring alignment of event objectives, communications, logistics, and participant experience.
• Manages all phases of event planning and execution, including project planning, venue selection, budgeting, registration, vendor management, catering, audiovisual
• requirements, marketing coordination, risk mitigation, on-site event management, and post-event evaluation.
• Oversees event-related budgets and financial administration, including expense management and vendor procurement, as appropriate.
• Collaborates with VSB Communications and Marketing partners to develop and implement event promotion and engagement strategies across print, digital, web, and social media channels.
• Supports external relations initiatives, including coordination of guest speakers, VIP guests, and strategic partnerships that enhance the visibility and impact of VSB programs.
• Develops and maintains relationships with vendors, venues, service providers, and university partners to support operational excellence and event success.
• Oversees event registration platforms, attendance tracking, reporting, and data management to support operational effectiveness and informed decision-making.
• Establishes and analyzes event metrics, participant feedback, and operational data to assess outcomes, drive continuous improvement, and implement event management best practices.
• Serves as a subject matter expert and representative of VSB on university committees and collaborative initiatives related to major events and programs.
• Provides guidance, coordination, and oversight to student ambassadors, volunteers, and assigned staff supporting event operations.

External Relations Support:

• Provides high-level program and event promotion support for stakeholder and DAC engagement initiatives, ad hoc corporate visits and/or other money-generating events (e.g., CPE credits, trainings, etc.)
• Tracks Business School ranking opportunities, participation, methodology, and timeliness.

Event Promotion:

• Supports the development and execution of all event promotion, graphics, and marketing for VSB programs and events, such as the academic excellence ceremonies, the Dean’s signature events, and other Executive Speaker Series Events. Also supports event promotion for external conferences and industry events in partnership with the VSB Marketing and Communications office.
• Sponsorship and Branding Management:
• Manages photography, print, online and digital assets. Supports sponsorship, branding, and external speaking opportunities for VSB; collaborates with VSB Marketing and Communication and Dean’s Office staff to assure alignment and efficiency; supports trade shows, conferences, and key relationships, etc.
• Perform additional duties and assist with special projects as assigned.

Minimum Requirements:

• Bachelor’s degree in communications, journalism, English, marketing, public relations, or related discipline is required.
• Minimum 2 years of high-level project experience, including communication and marketing experience.
• Strong proficiency in planning and supporting functions including business correspondence, scheduling, budget and financial processes, and project management, social media, analytics, and client service.
• Proficiency in all standard computer applications (Microsoft Office) and social media platforms (such as Instagram, Facebook, LinkedIn, Twitter, YouTube).
• Ability to solve problems proactively and independently.
• Creative thinker with attention to detail.
• Knowledge of event functions and ability to manage multifaceted projects.
• Expertise to communicate with a variety of audiences across different mediums.
• Must convey a highly professional demeanor, be a team player, and have exceptional organizational and communication skills.
• Ability to provide high-level service to diverse groups of constituents.
• Ability to handle a fast-paced environment and manage multiple projects/tasks with varied deadlines.
• Must be poised with strong customer-service skills and be able to work independently under limited supervision
• Experience operating and troubleshooting standard office equipment.

Physical Requirements and/or Unusual Work Hours:

• Occasional evening and weekend work required to serve the needs of the Villanova School of Business.

Special Message to Applicants:

Review of applications will begin immediately and will continue until position is filled.

• All applications must include the following:
• Resume
• Cover Letter
• Names of three (3) references
• During the application process, you will also be answer to respond to the following prompt:
• Please briefly describe your experience with graphic design and marketing software. What programs or tools have you used (Canva, Adobe Creative Suite, PowerPoint, etc.), and how comfortable are you using them to create promotional or event-related materials?

Salary Posting Information:    
This position falls within salaried grade 13 and the range is of $47,500-49,800. The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.