Wolf Trap, Special Events Manager

Posted: June 21, 2017 at 3:54 pm

Wolf Trap Foundation for the Performing Arts seeks a full-time Manager, Special Events to oversee the planning and execution of all Foundation stewardship and cultivation events, with responsibility for the logistical planning and financial management for the team. The Manager, Special Events works alongside the Director, Special Events to establish the annual budget and events plan, and is responsible for two of the organization’s major fundraisers. This position manages two Coordinators, Special Events.                   


Program Development and Fundraising:

  • Create and maintain, with the Director, Special Events, a successful and robust fundraising and event plan for the Foundation’s signature fundraising events: Wolf Trap Ball, Wine at Wolf Trap, Fall Fundraiser
  • Oversee a portfolio of other Foundation events under the Development department including board dinners, the Leadership Dinner, and the Chairman’s Dinners.
  • Develop and secure event sponsorships and in-kind donation of products and services for events; create solicitation letters, develop new corporate contacts, and make arrangements for the delivery of products and services
  • 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 relationships with targeted vendors, clients, and prospects, 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.


  • Manage event logistics for signature and ancillary fundraising events, including negotiating and securing contracts with vendors
  • Create event timelines and logistical plans for fundraising events
  • Provide assistance with the design, planning, and execution of stewardship and cultivation events throughout the year including setup and breakdown
  • Organize tasks and logistics, provide necessary follow-up documentation, and generate event reports for all designated signature events


  • Supervise, direct and develop the Coordinators, Special Events
  • Oversee the management of guest data and RSVPs and the collection and processing of payments, invoices, and acknowledgements


  • Bachelor’s Degree or equivalent experience
  • Minimum of 5-6 years’ experience in event planning including interaction with the catering or hospitality industry; nonprofit experience a plus


  • Experience with best hospitality practices, protocols, and culinary knowledge
  • Excellent organizational, communication, and customer service skills
  • 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; knowledge of The Raiser’s Edge a plus
  • Ability to work evening and weekend events throughout the year
  • 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