Manager, Hospitality Operations

Wolf Trap Foundation For The Performing Arts•Vienna, VA

1d•Hybrid

About The Position

The Manager, Hospitality Operations oversees the planning and execution of Foundation events, meetings, catering services, and facility rentals. The role manages event logistics, staffing, vendor relationships, budgets, inventory, and compliance; supervises Hospitality staff; and partners with internal and external stakeholders to support successful event operations and exceptional guest experiences. The position reports to the Senior Director, Hospitality and supervises the Coordinator, Hospitality Operations. It is mostly onsite during the summer season and hybrid for the remainder of the year, requiring onsite days while allowing telework. The Foundation does not offer fully remote work. Applicants must be physically located in and have a local address in Virginia, Maryland, or the District of Columbia for the duration of employment. The Manager plans and coordinates event operations, staffing, catering, vendor services, purchasing, facilities, records, and financial administration. The role requires a flexible year-round schedule and availability for early morning, evening, and weekend events, especially during summer. Employment offers are contingent on successfully passing a background check.

Requirements

Associate’s degree in hospitality, events management, marketing, business, or a related field, or equivalent transferable experience.
5–7+ years of experience in event operations, hospitality, venue operations, or customer service.
At least 2 years of experience supervising and motivating staff.
Previous management experience in hospitality, events, venue operations, or a similarly complex service environment.
Demonstrated experience coordinating multiple events or operational workstreams, including staffing, budgets, invoicing, purchasing, and vendor management.
Knowledge of hospitality and event service standards, operational controls, and financial administration.
Ability to provide hospitable, team-minded, approachable service.
Flexible year-round schedule and availability to work early morning, evening, and weekend events, especially during the summer season.
Excellent written and verbal communication and customer service skills.
Excellent time management and project coordination skills, including the ability to oversee calendars, staffing, budgets, purchasing, invoicing, and multiple concurrent deadlines.
Proficiency with office, Banquet Event Order (BEO), event management, and project management software, such as Microsoft Office programs.
Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts.
Ability to be physically located in and maintain a local address in Virginia, Maryland, or the District of Columbia for the duration of employment.
Ability to pass a background check as a condition of an employment offer.

Nice To Haves

Experience with TripleSeat and Momentus Elite.

Responsibilities

Serve as the primary Hospitality contact for Foundation events, meetings, catering services, and facility rentals, translating event requests into operational plans, timelines, staffing, purchasing, and execution requirements.
Manage Hospitality event administration through TripleSeat and related systems, maintaining accurate records, calendars, layouts, schedules, venue access, and event communications.
Coordinate with Foundation departments, the National Park Service, clients, vendors, and contractors to support event planning and execution.
Oversee catering and hospitality services, including vendor management, contracting, permitting, documentation, ordering, and compliance with health and Virginia ABC regulations.
Facilitate event hand-offs, planning meetings, site visits, and final walkthroughs, identifying and communicating operational, staffing, equipment, and logistical requirements.
Review event plans and calendars to anticipate operational challenges, staffing and purchasing needs, scheduling conflicts, and process improvements.
Plan, schedule, and oversee third-party, seasonal, contract, and variable staff supporting Hospitality operations and events.
Develop operational plans for Hospitality-supported events and provide oversight, quality control, and escalation support.
Serve as the primary operational escalation point for event-related issues requiring staffing, purchasing, financial, or cross-department coordination decisions.
Ensure service standards, venue requirements, and event protocols are consistently communicated and maintained.
Oversee Hospitality inventory, purchasing, storage, and reconciliation of supplies, beverages, equipment, and reusable event materials.
Maintain current venue, vendor, and operational policies and ensure compliance with Foundation, National Park Service, health department, and Virginia ABC requirements.
Coordinate maintenance and repair requests and ensure event spaces and resources remain operational and event ready.
Develop and manage Hospitality operating budgets, event expenses, purchasing, invoicing, payroll documentation, expense allocation, and financial reporting.
Maintain accurate event, vendor, staffing, and financial records and coordinate with Finance on timely processing and reconciliation.
Supervise the Coordinator, Hospitality Operations, including workload management, performance development, scheduling, and event-responsibility assignments.
Perform other duties and responsibilities as assigned.