Manager, Special Events

WOLF TRAP FOUNDATION FOR THE PERFORMING ARTS•Vienna, VA

4d•Hybrid

About The Position

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 Foundation’s 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 Director’s absence.

Requirements

Bachelor’s 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.
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 Raiser’s 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.
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
We’re 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.

Nice To Haves

Previous work experience in nonprofit development or advancement a plus.

Responsibilities

Event Management & Logistics
Create and maintain, with the Director, Special Events, a successful and robust fundraising and events plan for the Foundation’s 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 Raiser’s 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.