Manager, Hospitality Operations

POSITION REPORTS TO:  Senior Director, Hospitality

POSITION MANAGES:      Coordinator, Hospitality Operations

POSITION LOCATION:     Mostly onsite during summer season; Hybrid for the remainder of the year – will require days onsite and allow telework 

POSITION SUMMARY:     The Manager, Hospitality Operations oversees the planning and execution of Foundation events, meetings, catering services, and facility rentals. This role manages event logistics, staffing, vendor relationships, budgets, inventory, and compliance, while supervising Hospitality staff and partnering with internal and external stakeholders to ensure successful event operations and exceptional guest experiences.

DUTIES AND RESPONSIBILITIES: 

Event Planning, Operations & Logistics

• Serve as the primary Hospitality contact for Foundation events, meetings, catering services, and facility rentals, translating event requests into operational plans, timelines, staffing, purchasing, and execution requirements.
• Manage Hospitality event administration through TripleSeat and related systems, ensuring accurate records, calendars, layouts, schedules, venue access, and event communications.
• Coordinate with Foundation departments, the National Park Service, clients, vendors, and contractors to support successful event planning and execution.
• Oversee catering and hospitality services, including vendor management, contracting, permitting, documentation, ordering, and compliance with applicable health and Virginia ABC regulations.
• Facilitate event hand-offs, planning meetings, site visits, and final walkthroughs, ensuring all operational, staffing, equipment, and logistical requirements are identified and communicated.
• Review event plans and calendars to anticipate operational challenges, staffing needs, purchasing requirements, scheduling conflicts, and opportunities for process improvement.

Staffing & Event Execution

• Plan, schedule, and oversee third-party, seasonal, contract, and variable staff supporting Hospitality operations and events.
• Develop operational plans for Hospitality-supported events and provide oversight, quality control, and escalation support to ensure successful execution.
• Serve as the primary operational escalation point for event-related issues requiring staffing, purchasing, financial, or cross-department coordination decisions.
• Provide leadership and oversight to ensure service standards, venue requirements, and event protocols are consistently communicated and maintained.

Inventory, Facilities & Compliance

• Oversee Hospitality inventory, purchasing, storage, and reconciliation of supplies, beverages, equipment, and reusable event materials.
• Maintain current venue, vendor, and operational policies, ensuring compliance with Foundation, National Park Service, health department, and Virginia ABC requirements.
• Coordinate maintenance and repair requests and ensure event spaces and resources remain operational and event ready.

Financial Management & Administration

• Develop and manage Hospitality operating budgets, event expenses, purchasing, invoicing, payroll documentation, expense allocation, and financial reporting.
• Maintain accurate event, vendor, staffing, and financial records and coordinate with Finance to ensure timely processing and reconciliation.
• Supervise the Coordinator, Hospitality Operations, including workload management, performance development, scheduling, and assignment of event responsibilities.
• Other duties and responsibilities as assigned.
   

Qualifications

EDUCATION AND EXPERIENCE:  

• Associate’s degree in hospitality, events management, marketing, business, or related field or equivalent, transferrable experience.
• 5-7+ years of experience in event operations, hospitality, venue operations, or customer service; including 2+ years of experience supervising and motivating staff.
• Previous management experience in hospitality, events, venue operations, or a similarly complex service environment.
• Demonstrated experience coordinating multiple events or operational workstreams, including staffing, budgets, invoicing, purchasing, and vendor management.
• Knowledge of hospitality and event service standards, operational controls, and financial administration.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

• Ability to provide hospitable, team-minded, approachable service.
• Flexible year-round schedule required; must be willing and available to work early morning, evening and weekend events throughout the year, especially throughout the summer season 
• Excellent written and verbal communication and customer service skills.
• Excellent time management and project coordination skills, with demonstrated ability to oversee calendars, staffing, budgets, purchasing, invoicing, and multiple concurrent deadlines.
• Proficiency with office, Banquet Event Order (BEO), event management, and project management software, such as Microsoft Office programs; experience with TripleSeat and Momentus Elite strongly preferred.
• Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts

PHYSICAL DEMANDS: 

• Regularly operates a computer and other office equipment (e.g. calculator, copier, printer, etc.)
• Ability to remain standing and walking for up to 75% of the work shift, including standing in a stationary position for extended periods
• Ability to occasionally lift and move up to 50 pounds and regularly required to stoop, bend, and reach with arms. 
• Ability to regularly work in indoor and outdoor environments, including hot, humid, and loud conditions, for prolonged periods
• Comfortably tolerate noise and crowds for extended periods of time
• Operate in close proximity of food allergens such as shellfish and nuts

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. The Foundation does not offer fully remote work for any positions. Applicants who reside in any other state would be required to be physically located in and provide a local address in Virginia, Maryland, or the District of Columbia prior to starting work for Wolf Trap Foundation. 

Wolf Trap Foundation for the Performing Arts is an Equal Opportunity Employer.  We are committed to creating a diverse, equitable and inclusive work environment that embraces and encourages different perspectives.  We work to reflect and be representative of the communities in which we serve and in which we reside.  Qualified individuals with disabilities and disabled veterans who need assistance or an accommodation in our job application processes should contact hr@wolftrap.org.  An offer of employment is contingent on successfully passing a background check