Administrative Assistant II, Special Events in Villanova, Pennsylvania at Villanova University

Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

Why work at Villanova?
Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.

• Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.

• Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

Villanova University has embarked on a 10-year strategic plan, Rooted. Restless., with the goal of enhancing the Augustinian Catholic living and learning experience for all members of our community. University Advancement is seeking exceptional talent to join our mission-driven team working together toward our shared vision for Villanova, fueled by the generosity of the University’s philanthropic supporters as we “keep moving” in the spirit of St. Augustine in the public phase of Villanova’s comprehensive capital campaign: Espiritus Nova.

The Administrative Assistant II for Special Events reports to the Executive Director of Special Events and will provide administrative support to the Special Events team in the Office of University Advancement. Responsibilities include all administrative aspects of special event planning, execution, and completion which will include, but is not limited to, maintaining processes to ensure completeness and accuracy of event registration reports, pre and post event budgets, and gift allocations. In addition to administrative support, the Administrative Assistant will take the lead on the contract process and regular interaction with Advancement and University leadership, and have agency in decision-making around this process as well as with vendor relationships. A high level of confidentiality and attention to detail is paramount for this position.

Additionally, responsibilities will include timely reconciliation of procurement card expenses, processing invoices, organizing projects, scheduling meetings, and other administrative tasks, as assigned. Assist with maintenance of promotional inventory. This position requires a high level of attention to detail and the ability to multitask. This individual must have a proven ability to consistently maintain a high level of discretion and professionalism.

Prior knowledge of database systems including Banner and SalesForce (or similar) as well as a familiarity with Airtable and Aventri (events system) is preferred. This position requires a high level of professionalism and confidentiality.

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.

Ability to work evenings and weekends especially around University events. Open to a flexible work schedule to meet business needs.

This position falls within hourly grade 11 and the range is $20.30-26.48/hr. 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.