Coordinator, Hospitality Operations (Variable, 10 to 29 hours per week, March - October)

WOLF TRAP FOUNDATION FOR THE PERFORMING ARTS•Vienna, VA

12d•$22•Onsite

About The Position

The Coordinator, Hospitality Operations supports the planning, coordination, and execution of special events at Wolf Trap, including donor events, private rentals, and institutional functions. This role assists with operational logistics, vendor coordination, and onsite event management to ensure events are executed efficiently and reflect the high standards of the organization.

Requirements

2-4 years of experience in event coordination, hospitality operations, performing arts venues, banquet, or related fields preferred
Experience supporting live events, private events, or large-scale productions is highly desirable
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills.
Demonstrated ability to work collaboratively with cross-functional teams and external partners.
Strong attention to detail and ability to execute operational plans effectively.
Customer service mindset with a commitment to delivering exceptional guest experiences.
Ability to work evenings, weekends, and holidays based on event schedules.
Proficiency in Microsoft Office (Word, Excel, Outlook); experience with event management (Tripleseat, Toast) or ticketing systems preferred.
Ability to lift up to 25 pounds and assist with light event setup as needed.
Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts.
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.

Responsibilities

Assist with planning and execution of special events including donor receptions, rentals, galas, and private functions.
Coordinate logistical elements including setup, breakdown, room layouts, equipment needs, and operational timelines.
Serve as onsite operational support during events to ensure smooth execution and adherence to event plans.
Support guest flow, registration, and event check-in processes as needed.
Assist in coordinating vendors including catering, rentals, décor, and technical support.
Communicate event logistics and schedules with internal departments and external partners.
Monitor vendor arrivals, setup, and service during events to ensure compliance with venue policies.
Support development and distribution of event run-of-show documents and operational schedules.
Maintain inventory of event materials and supplies.
Assist with event setup including signage, registration areas, décor placement, and operational staging.
Provide exceptional guest service to donors, patrons, and rental clients during events.
Assist with guest support and hospitality coordination.
Address operational issues during events and escalate to management when necessary.
Assist with documentation, scheduling, and event preparation tasks.
Support internal event planning meetings and coordination across departments.
Maintain organized records of event logistics and operational plans.