Coordinator, Special Events

Wolf Trap Foundation for the Performing Arts - Vienna, VA (30+ days ago)4.8

Wolf Trap Foundation for the Performing Arts seeks a Coordinator, Special Events to coordinate logistical and operational functions for annual stewardship, cultivation, and fundraising events of the Foundation’s Development department, including creative execution and implementation of marketing research. Secure contributed income through members-only events.

Event Planning and Fundraising
Exercise independent judgement and discretion in the planning, creative decision making and execution of approximately thirty-five annual stewardship, cultivation and fundraising events
Responsible for securing contributed income through members-only events, including a summer series of twelve pre-performance dinners and one to two member trips
Develop and oversee the marketing strategy and materials for select events; coordinate registration and ticketing, and logistics for all vendors, suppliers, and sponsors
Assist in the logistical and creative execution for the Foundation’s annual stewardship, cultivation and fundraising events.
Analyze events and advise management on areas of success and suggestions for improvement; execute effective follow-up
Establish and maintain relationships and negotiate contracts with select vendors, including event rental equipment suppliers, florists, caterers, and musicians
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
Assist Director and Manager with budget preparation and expense tracking
Assist with department’s general administrative duties
Other duties and responsibilities as assigned
Data/Logistics Administration
Manage events database and data entry, event ticketing, online event registration, and creating queries and reports
Oversee logistics at all events to include set-up, seating plans, stage direction and producing event program, on-site registration, supervising event staff, and event breakdown
Supervise, direct and develop the Special Events interns
Train volunteers and schedule to ensure appropriate coverage at events
Research and identify potential vendors, solicit bids and enter into vendor contracts

Bachelor’s degree or equivalent experience
Minimum 2-4 years of experience in the event planning, development, or hospitality field, or relevant college degree

Must be comfortable in a fast-paced office environment while maintaining the highest level of organization, efficiency, and follow-through; meticulous in attention to detail
Proven success with strategic thinking, problem solving, and collaboration
Excellent verbal and written communication and customer service skills
Flexible schedule year-round required; must be willing and available to work evening and weekend events throughout the year, especially throughout the summer season
Proficiency in computers and appropriate software such as Microsoft Office programs and databases; familiarity with The Raiser’s Edge software a plus
Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts

Wolf Trap Foundation for the Performing Arts is an Equal Opportunity Employer.