Coordinator, Hospitality Operations (Variable, 10 to 29 hours per week, March October)

Wolf Trap Foundation For The Performing Arts

Job Location:

Vienna, VA - USA

Monthly Salary: Not Disclosed

Posted on: 13 hours ago

Vacancies: 1 Vacancy

Department:

Food and Beverage

Job Summary

Description

Work Schedule:	Must be able to work a varied schedule including weekdays weeknights and weekends. Hours depend on the performance and event schedule.
Position Location:	100% On-site
Pay Rate:	$22.00/hour
Benefits:	403(b) Retirement Plan; Complimentary tickets to select performances; Discounts at Concessions and the Gift Shop
Contact Information:	; 703.255.4038 EXT 1710

POSITION SUMMARY:

The Coordinator Hospitality Operations supports the planning coordination and execution of special events at Wolf Trap including donor events private rentals and institutional functions. This role assists with operational logistics vendor coordination and onsite event management to ensure events are executed efficiently and reflect the high standards of the organization.

DUTIES AND RESPONSIBILITIES:

Event Operations

Assist with planning and execution of special events including donor receptions rentals galas and private functions.
Coordinate logistical elements including setup breakdown room layouts equipment needs and operational timelines.
Serve as onsite operational support during events to ensure smooth execution and adherence to event plans.
Support guest flow registration and event check-in processes as needed.

Vendor and Partner Coordination

Assist in coordinating vendors including catering rentals décor and technical support.
Communicate event logistics and schedules with internal departments and external partners.
Monitor vendor arrivals setup and service during events to ensure compliance with venue policies.

Operational Logistics

Support development and distribution of event run-of-show documents and operational schedules.
Maintain inventory of event materials and supplies.
Assist with event setup including signage registration areas décor placement and operational staging.

Guest Experience and Hospitality

Provide exceptional guest service to donors patrons and rental clients during events.
Assist with guest support and hospitality coordination.
Address operational issues during events and escalate to management when necessary.

Administrative Support

Assist with documentation scheduling and event preparation tasks.
Support internal event planning meetings and coordination across departments.
Maintain organized records of event logistics and operational plans.

Qualifications

EDUCATION AND EXPERIENCE:

2-4 years of experience in event coordination hospitality operations performing arts venues banquet or related fields preferred
Experience supporting live events private events or large-scale productions is highly desirable

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills.
Demonstrated ability to work collaboratively with cross-functional teams and external partners.
Strong attention to detail and ability to execute operational plans effectively.
Customer service mindset with a commitment to delivering exceptional guest experiences.
Ability to work evenings weekends and holidays based on event schedules.
Proficiency in Microsoft Office (Word Excel Outlook); experience with event management (Tripleseat Toast) or ticketing systems preferred.
Ability to lift up to 25 pounds and assist with light event setup as needed.
Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts.

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.

Required Experience:

DescriptionWork Schedule:Must be able to work a varied schedule including weekdays weeknights and weekends. Hours depend on the performance and event schedule.Position Location:100% On-sitePay Rate:$22.00/hourBenefits:403(b) Retirement Plan; Complimentary tickets to select performances; Discounts at...