Special Events Assistant Manager

About The Kennedy Center

“I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit.” – President John F. Kennedy

The Kennedy Center is the nation’s cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. 

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. 

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. 

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including: 

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year 
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2023 staff video!

Job Description

The Special Events team directs and manages all Office of Development events, including fundraising and benefit-fulfillment events for the Kennedy Center, National Symphony Orchestra, and the Washington National Opera. 

At the direction of the Special Events Manager, Leadership Events and in collaboration with the Special Events Coordinator, the Special Events Assistant Manager is responsible for administrative and logistical management relating to execution of committee trips and donor benefit events. 

Working in partnership with the Individual Giving, National Symphony Orchestra, and Washington National Opera development teams, this role supports events with the Kennedy Center Board of Trustees, the President’s Advisory Committee on the Arts (PACA), the National Committee for the Performing Arts (NCPA), the Kennedy Center International Committee on the Arts (KCICA), the National Symphony Orchestra Board of Directors and National Trustees, and the Washington National Opera Governance Board. 

Key Responsibilities

Leadership Event Management

• Project manage and execute NSO and WNO board events, including managing all facets of the event process including planning and implementation timelines, and serving as onsite coordinator.
• Manage hotel and transportation needs and vendor relations for donor committee travel, including researching venues and vendors, drafting requests for proposals, and negotiating contracts that are consistent with industry best practices and institutional budget requirements.
• Support and execute domestic committee trip vendor research, including sourcing venues, requesting availability, and setting up walkthroughs. 
• Manage staffing and minute-by-minute run of show for committee trips and activations during Signature Event weekends.
• Support Special Events Manager in logistics and event execution of committee activations during Signature Event weekends. 
• In partnership with the Special Events and Development teams, project manage all guest management needs for committee travel and board events, including dinner seating. 
• Oversee and support the Coordinator in the creation and editing of marketing materials, including registration materials, itinerary booklets, menus, websites, and guest communication. 

Donor Benefit Events

• Event Management: Manage all facets of the event process including planning and implementation timelines for benefit events, including those hosted off-site; Work collaboratively with key stakeholders for benefit events to identify format, inventory and capacity, and location, to create design concept, and to manage the overall guest experience; Work with internal and external vendors to create innovative event concepts, inspired menus, and unique designs aligning with industry trends; Design minute-by-minute logistics of the event such load in/out, set up, deliveries, vendor time management.  

Donor Communications & Guest Management

• In partnership with Development & Communication teams, develop a comprehensive communication calendar for benefit events. Adapt this calendar to each event and ensure materials are developed and delivered in a timely manner.  
• Work in partnership with the Communications team to draft compelling copy for invitation materials, website assets, email communications, and print materials. Ensure all materials are reviewed and approved by all stakeholders in a timely manner. 
• Coordinate registration procedures, track RSVPs and process event payments. Establish invite email lists and maintain accurate guest lists for follow-up communication.  Manage event email inboxes and ensure timely responses to donor inquiries and RSVPs.   

Budgeting:  Ensure all event expenses are recorded and paid in a timely manner and remain within budget guidelines.

Teamwork: Work collaboratively with the Special Events team to maintain a healthy, professional, and vibrant working relationship within the office and across the institution. Support new ideas and creative development of events under supervision of the Director or Special Events  

Other duties as assigned. 

Key Qualifications

• Minimum 3 year’ experience in event management. The position requires a full appreciation and understanding of event planning and logistics as it applies to matters of food and beverage services, production services and other vendor negotiations that are in line with Kennedy Center standards.
• Minimum 1 year experience managing events for high net worth donors
• Work independently and in a collaborative team environment with ease.
• College degree or applicable professional experience.
• Proficiency in database management, Microsoft Office Suite, and other computer skills, as required.  Experience with Tessitura strongly preferred.   
• Investment in the Kennedy Center’s mission. Interest in arts, culture, and arts education is ideal.   
• Experience navigating large, complex organizations, and collaborating across teams to achieve shared goals. 
• Exceptional written and verbal communication skills.
• Exceptional project management and organizational skills. 
• Ability to deliver results while managing competing priorities under tight deadlines.
• Professional, resourceful, collaborative, and organized worker. Ability to work independently and as a team player, to take initiative and prioritize multiple projects.
• Flexibility for extended hours, including nights and weekends, as well as travel domestically
• Candidate must be local or willing to relocate to the DMV area

Additional Information

• 20% travel is required.
• This position is required to be onsite for event activity, but is also eligible for hybrid working arrangements that accommodate remote work.