Manager, Special Events

POSITION REPORTS TO: Director Special Events

POSITION MANAGES: None

POSITION LOCATION: Hybrid will require days onsite and allow telework

Wolf Trap Foundation for the Performing Arts is seeking a Manager Special Events to oversee the planning execution design staffing and vendor management of the Foundations fundraising stewardship and cultivation events. The Manager Special Events works alongside the Director Special Events to establish the annual budget and events plan and leads the Special Events team in the Directors absence.

DUTIES AND RESPONSIBILITIES:

Event Management & Logistics

• Create and maintain with the Director Special Events a successful and robust fundraising and events plan for the Foundations signature fundraising events: Wolf Trap Ball Wine and Dine at Wolf Trap Bourbon and Bubbles and other fundraising events as they arise.

• Oversee a portfolio of other Development Department events including board gatherings member events and major donor events.

• Responsible for project management of fundraising and development events via project management software. Work with Director Special Events to determine team roles and assignments.

• Ensure production timelines guest information vendor personnel and staffing information is created updated and distributed in a timely manner.

• Ensure accurate and regularly updated records (constituent attendee sponsor financial revenue expense) in Raisers Edge and Excel by establishing and maintaining data input export and formatting standards with team.

• Contribute to aesthetic stylistic and experiential creation and implementation of events.

• Keep abreast of current trends in fundraising membership and events and maintain ongoing evaluations of all Wolf Trap events with respect to effectiveness fundraising potential and ROI.

• Manage ticket holds process for performance related events.

• As needed add and update event records and uploaded materials in TripleSeat and Momentus.

• Manage event logistics for signature and ancillary fundraising events including RFPs proposal evaluation vendor negotiation securing contracts and confirming expenses and payments are compliant with agreed up on terms.

• Ensure clear and timely communications with Foundation stakeholders including Executive Office Senior Council development department and other contributing personnel.

• Ensure debrief materials are created and populated for each event or series.

• With Special Events Operations team approve or manage event layout documentation.

Fundraising and Development

• With the Director Special Events create sponsorship opportunities and benefits event modeling and manage creation and maintenance of associated promotional materials documentation communications and tracking.

• Work with development team to ensure accurate benefits administration including donor recognition and timely issuance of event donation acknowledgements. Ensure recognition is accurate in Centerlines Timbre and Annual Report.

• Develop event sponsorship and in-kind donation plans for events; draft solicitation letters develop corporate and industry contacts.

• With members of the Hospitality team secure and maintain benefits of approved vendor program in-kind donations and trade donation of products and services for events.

• In coordination with the Director Special Events cultivate and build long-term relationships with event chairs donors board members and government officials in partnerships that will aid in the overall growth of Wolf Trap Foundation.

• Establish and maintain a current catalog of and positive working relationships with vendors including event rental equipment suppliers florists caterers and musicians.

• Continually seek system and process improvements to help accuracy clarity and efficiency within the Special Events and Development Department.

• With the Director Special Events run seating meetings including document prep and seating recommendations.

On-Site Participation

• Staff or assign staff to ensure best practices and event plans are accurately implemented and actual outcomes are recorded.

• With team create annual staffing registration and emergency procedures.

• Ensure meal breaks for participating staff.

• With Special Events team ensure on-site Foundation staff remain informed of their roles and duties and updated with the latest information about the event and attendees.

• Be a knowledgeable welcoming resource for staff vendors and special guests.

• As needed stage manage the program and wrangle participants.

• With on-site operations liaison coordinate in-the-moment changes as identified or requested by Senior leadership or team stakeholders.

Administration:

• Oversee the management of guest data and RSVPs and the collection and processing of payments invoices and acknowledgements.

• Other duties and responsibilities as assigned.

EDUCATION AND EXPERIENCE:

• Bachelors degree in hospitality event management development arts administration marketing or business; or equivalent transferable experience.

• 5 to 7 years experience in planning and managing on and off-site events and a history of interacting with caterers.

• Previous work experience in nonprofit development or advancement a plus.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Excellent organizational communication and customer service skills

• Experience with hospitality best practices protocols and culinary knowledge

• Must be extremely efficient and detail oriented with effectiveness in bringing programs values and vision into all aspects of event planning and production

• Must be comfortable working in a fast-paced environment

• Must have a professional attitude courteous manner and understand the proper protocol when interacting with Foundation staff Board of Directors and donors

• Must be proficient in computer software programs such as Microsoft Office Suite and CRM software; knowledge of The Raisers Edge Database & NXT a plus

• Flexibility of schedule including ability to work evening and weekend events throughout the year particularly in the summer

• Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts.

PHYSICAL DEMANDS:

• Regularly operates a computer and other office equipment (e.g. copy machine printer etc.)

• Occasionally lift/move up to 50 pounds

• Frequently and regularly required to stoop bend and reach with arms

• Regularly work in heat and humidity and be able to remain standing and walking up to 50% of the time.

• Occasionally ascends/descends a ladder to service the supplies lights and high shelves

• Comfortably tolerate noise and crowds for extended periods of time

• Operate in close proximity of food allergens such as shellfish and nuts.

• Must be able to remain in a stationary position 50 percent of the time

Were pleased to consider applicants who will be physically located in and who will have a local address in Virginia Maryland or the District of Columbia for the duration of their employment. The Foundation does not offer fully remote work for any positions. Applicants who reside in any other state would be required to be physically located in and provide a local address in Virginia Maryland or the District of Columbia prior to starting work for Wolf Trap Foundation.

Wolf Trap Foundation for the Performing Arts is an Equal Opportunity Employer. We are committed to creating a diverse equitable and inclusive work environment that embraces and encourages different perspectives. We work to reflect and be representative of the communities in which we serve and in which we reside. Qualified individuals with disabilities and disabled veterans who need assistance or an accommodation in our job application processes should contact . An offer of employment is contingent on successfully passing a background check.

APPLICATION DETAILS:

Please note that interviews will be conducted beginning in January 2026. We appreciate your patience and will contact candidates after the holiday season.