Special Events Manager, IS-1001-11

Smithsonian Institution•Washington, DC

9d•$85,447 - $93,994•Onsite

About The Position

The Hirshhorn Museum and Sculpture Garden is a leading voice for contemporary art and culture and provides a national platform for the art and artists of our time. We seek to share the transformative power of modern and contemporary art with audiences at all levels of awareness and understanding by creating meaningful, personal experiences in which art, artists, audiences, and ideas converge. We enhance public understanding and appreciation of contemporary art through acquisition, exhibitions, education and public programs, conservation, and research. This Special Events Coordinator works in the Advancement Office at the Hirshhorn Museum and Sculpture Garden (HMSG) and reports to the Director of Advancement. The Special Events Coordinator is responsible for planning and executing a broad range of high-profile advancement-related events and external rental events, overseeing a variety of cultivation programs, donor events, and museum rentals ranging from intimate gatherings to large-scale galas and corporate functions. Assignments often involve significant visibility and require coordination with senior Hirshhorn leadership, Board of Trustees members, donors, members, and external stakeholders.

Requirements

Bachelor’s degree (B.A.) from an accredited four-year college or university and/or 5-7 years of related professional experience
Experience gained within an art museum environment is highly desirable
Proven experience planning and executing special events and galas, including logistics coordination, timeline management, venue operations, and protocol compliance
Ability to effectively engage and collaborate with senior leadership and a broad range of internal and external stakeholders while handling sensitive matters with discretion, diplomacy, and tact.
Demonstrated skill in managing complex workloads, prioritizing assignments, and delivering accurate, high-quality work under pressure and within established timeframes.
Demonstrated ability to work independently, exercising initiative, sound judgment, adaptability, and strong organizational skills while maintaining close attention to detail.
Skill in coordinating, assigning, and monitoring the work of staff, volunteers, interns, contractors, and support personnel to ensure successful event execution.
Experience managing all aspects of event budgeting and financial oversight, including cost projections, expense tracking, and budget reconciliation. Demonstrated success in supporting and achieving fundraising targets associated with special events and gala initiatives.
Excellent written and verbal communication skills, with the ability to develop reports, presentations, event plans, and other materials and effectively communicate with internal and external partners.
Knowledge of non-profit fundraising and membership programs. Demonstrated experience with designing and writing materials in support of fundraising.

Nice To Haves

Experience gained within an art museum environment is highly desirable

Responsibilities

Plans, develops, coordinates, and executes complex special events, fundraising galas, ceremonies, receptions, dinners, luncheons, exhibition openings, and official visits, frequently under compressed timelines and with multiple stakeholders.
Serves as the primary liaison with internal Hirshhorn and Smithsonian offices as well as external organizations, including museums, corporations, private foundations, and diplomatic missions to ensure successful event planning and execution.
Develops comprehensive event plans that include logistics, timelines, transportation, room configurations, seating charts, decor, catering, entertainment, audiovisual support, security coordination, protocol requirements, and contingency planning.
Ensures all events comply with Smithsonian Institution policies, procedures, standards, and protocol requirements by reviewing proposed activities and providing guidance to internal and external partners.
Conceptualizes and implements creative event strategies that advance museum priorities, strengthen donor and member engagement, enhance public awareness, and support fundraising and stewardship objectives while maintaining established budget parameters.
Develops methods and strategies to enhance donor recognition and stewardship through events, correspondence, and engagement opportunities.
Prepares, monitors, and manages event budgets; develops cost estimates; coordinates procurement activities; secures contracts in accordance with Smithsonian acquisition policies; verifies invoices; monitors expenditures; and prepares post-event financial reconciliations and recommendations.
Coordinates competitive vendor selection processes and oversees contractor performance for catering, audiovisual services, transportation, rentals, decor, printing, entertainment, and other event support services.
Develops project schedules and milestone timelines to ensure all planning activities remain on schedule and meet established deadlines.
Coordinates event logistics by scheduling venues, conducting site visits and walkthroughs, preparing room diagrams and setup configurations, and developing detailed operational plans for event implementation.
Drafts, edits, and coordinates production of invitations, programs, signage, name badges, table cards, guest materials, and other event-related publications while ensuring compliance with Hirshhorn branding and editorial standards.
Prepares and distributes a detailed Special Events Memorandum, including Run of Show, to all Hirshhorn departments and service providers outlining their responsibilities, schedules, logistics, and support requirements for each event.
Develops invitation lists, manages invitation distribution, tracks RSVPs, prepares guest and identification lists, coordinates seating assignments, and supports VIP guest management activities.
Recruits, trains, mentors, and provides guidance to event staff, volunteers, interns, and new employees.
Assigns work, communicates expectations, monitors performance, and ensures quality customer service throughout all phases of event execution.
Directs onsite event operations by coordinating staff, contractors, vendors, and support personnel; resolves issues in real time; and ensures events are executed professionally and in accordance with museum standards. Represents the Director during events, as assigned.
Conducts post-event evaluations to assess operational effectiveness, identify best practices, recommend process improvements, and maintain historical event records, statistics, and planning documentation.
Serves as an institutional resource on Hirshhorn special events policies and procedures by advising staff, interpreting policy requirements, responding to inquiries, and recommending updates to existing guidance and operational practices.
Supports strategic planning initiatives by analyzing historical event data, preparing reports, maintaining event records, and assisting with long-range program planning.
Drafts correspondence, briefing materials, memoranda, reports, and other written communications for executive leadership on matters related to special events, protocol, and conference planning.
Performs evening, weekend, holiday, and travel assignments as required to support Hirshhorn events and official functions.
Performs other related duties as assigned.