Manager, Hospitality Operations

WOLF TRAP FOUNDATION FOR THE PERFORMING ARTS•Vienna, VA

2d•$68,300 - $76,000•Hybrid

About The Position

The Manager, Hospitality Operations oversees the planning and execution of Foundation events, meetings, catering services, and facility rentals. This role manages event logistics, staffing, vendor relationships, budgets, inventory, and compliance, while supervising Hospitality staff and partnering with internal and external stakeholders to ensure successful event operations and exceptional guest experiences.

Requirements

Associate’s degree in hospitality, events management, marketing, business, or related field or equivalent, transferrable experience.
5-7+ years of experience in event operations, hospitality, venue operations, or customer service; including 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 required; must be willing and available to work early morning, evening and weekend events throughout the year, especially throughout the summer season
Excellent written and verbal communication and customer service skills.
Excellent time management and project coordination skills, with demonstrated 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
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.
An offer of employment is contingent on successfully passing a background check

Nice To Haves

experience with TripleSeat and Momentus Elite strongly preferred.

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, ensuring accurate records, calendars, layouts, schedules, venue access, and event communications.
Coordinate with Foundation departments, the National Park Service, clients, vendors, and contractors to support successful event planning and execution.
Oversee catering and hospitality services, including vendor management, contracting, permitting, documentation, ordering, and compliance with applicable health and Virginia ABC regulations.
Facilitate event hand-offs, planning meetings, site visits, and final walkthroughs, ensuring all operational, staffing, equipment, and logistical requirements are identified and communicated.
Review event plans and calendars to anticipate operational challenges, staffing needs, purchasing requirements, scheduling conflicts, and opportunities for process improvement.
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 to ensure successful execution.
Serve as the primary operational escalation point for event-related issues requiring staffing, purchasing, financial, or cross-department coordination decisions.
Provide leadership and oversight to 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, ensuring 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 to ensure timely processing and reconciliation.
Supervise the Coordinator, Hospitality Operations, including workload management, performance development, scheduling, and assignment of event responsibilities.
Other duties and responsibilities as assigned.