Wolf Trap, Special Events Coordinator

Posted: June 21, 2017 at 3:52 pm

Wolf Trap Foundation for the Performing Arts seeks a full-time Coordinator, Special Events to plan and execute cultivation and stewardship events and secure contributed income through members-only events. The Coordinator, Special Events will also assist with event operations for the Foundation’s annual fundraisers.


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 fund raising 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 signature annual 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

To be considered, send cover letter, resume, and salary requirements:

Wolf Trap Foundation for the Performing Arts
Human Resources Department
1645 Trap Road, Vienna, VA 22182
Fax: 703-255-4001