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

• 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.

Vendor and Partner Coordination

• 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.

Operational Logistics

• 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.

Guest Experience and Hospitality

• 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.

Administrative Support

• 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.

• 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.