Special Events Manager, IS-1001-11
Application Deadline: 20 October 2026
Department: Hirshhorn Museum & Sculpture Garden
Employment Type: Full Time
Location: Washington, DC
Reporting To: Director of Advancement
Compensation: $85,447 - $93,994 / year
Description
OPEN DATE: September 29, 2026
CLOSING DATE: October 20, 2026
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Permanent
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk:
Low Risk Non-Sensitive
Open to all qualified applicants
What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
- Complete a Probationary Period.
- Maintain a Bank Account for Direct Deposit/Electronic Transfer.
- The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
OVERVIEW
The Hirshhorn Museum and Sculpture Garden is a leading voice for contemporary art and culture and provides a national platform for the art and artists of our time. We seek to share the transformative power of modern and contemporary art with audiences at all levels of awareness and understanding by creating meaningful, personal experiences in which art, artists, audiences, and ideas converge. We enhance public understanding and appreciation of contemporary art through acquisition, exhibitions, education and public programs, conservation, and research.
DUTIES AND RESPONSIBILITIES
This Special Events Coordinator works in the Advancement Office at the Hirshhorn Museum and Sculpture Garden (HMSG) and reports to the Director of Advancement.
The Special Events Coordinator is responsible for planning and executing a broad range of high-profile advancement-related events and external rental events, overseeing a variety of cultivation programs, donor events, and museum rentals ranging from intimate gatherings to large-scale galas and corporate functions. Assignments often involve significant visibility and require coordination with senior Hirshhorn leadership, Board of Trustees members, donors, members, and external stakeholders.
- Plans, develops, coordinates, and executes complex special events, fundraising galas, ceremonies, receptions, dinners, luncheons, exhibition openings, and official visits, frequently under compressed timelines and with multiple stakeholders.
- Serves as the primary liaison with internal Hirshhorn and Smithsonian offices as well as external organizations, including museums, corporations, private foundations, and diplomatic missions to ensure successful event planning and execution.
- Develops comprehensive event plans that include logistics, timelines, transportation, room configurations, seating charts, decor, catering, entertainment, audiovisual support, security coordination, protocol requirements, and contingency planning.
- Ensures all events comply with Smithsonian Institution policies, procedures, standards, and protocol requirements by reviewing proposed activities and providing guidance to internal and external partners.
- Conceptualizes and implements creative event strategies that advance museum priorities, strengthen donor and member engagement, enhance public awareness, and support fundraising and stewardship objectives while maintaining established budget parameters.
- Develops methods and strategies to enhance donor recognition and stewardship through events, correspondence, and engagement opportunities.
- Prepares, monitors, and manages event budgets; develops cost estimates; coordinates procurement activities; secures contracts in accordance with Smithsonian acquisition policies; verifies invoices; monitors expenditures; and prepares post-event financial reconciliations and recommendations.
- Coordinates competitive vendor selection processes and oversees contractor performance for catering, audiovisual services, transportation, rentals, decor, printing, entertainment, and other event support services.
- Develops project schedules and milestone timelines to ensure all planning activities remain on schedule and meet established deadlines.
- Coordinates event logistics by scheduling venues, conducting site visits and walkthroughs, preparing room diagrams and setup configurations, and developing detailed operational plans for event implementation.
- Drafts, edits, and coordinates production of invitations, programs, signage, name badges, table cards, guest materials, and other event-related publications while ensuring compliance with Hirshhorn branding and editorial standards.
- Prepares and distributes a detailed Special Events Memorandum, including Run of Show, to all Hirshhorn departments and service providers outlining their responsibilities, schedules, logistics, and support requirements for each event.
- Develops invitation lists, manages invitation distribution, tracks RSVPs, prepares guest and identification lists, coordinates seating assignments, and supports VIP guest management activities.
- Recruits, trains, mentors, and provides guidance to event staff, volunteers, interns, and new employees.
- Assigns work, communicates expectations, monitors performance, and ensures quality customer service throughout all phases of event execution.
- Directs onsite event operations by coordinating staff, contractors, vendors, and support personnel; resolves issues in real time; and ensures events are executed professionally and in accordance with museum standards. Represents the Director during events, as assigned.
- Conducts post-event evaluations to assess operational effectiveness, identify best practices, recommend process improvements, and maintain historical event records, statistics, and planning documentation.
- Serves as an institutional resource on Hirshhorn special events policies and procedures by advising staff, interpreting policy requirements, responding to inquiries, and recommending updates to existing guidance and operational practices.
- Supports strategic planning initiatives by analyzing historical event data, preparing reports, maintaining event records, and assisting with long-range program planning.
- Drafts correspondence, briefing materials, memoranda, reports, and other written communications for executive leadership on matters related to special events, protocol, and conference planning.
- Performs evening, weekend, holiday, and travel assignments as required to support Hirshhorn events and official functions.
- Performs other related duties as assigned.
QUALIFICATION REQUIREMENTS
Candidates may qualify for this position through a combination of education, demonstrated knowledge, and related professional experience.
- Bachelor’s degree (B.A.) from an accredited four-year college or university and/or 5-7 years of related professional experience
- Experience gained within an art museum environment is highly desirable
- Proven experience planning and executing special events and galas, including logistics coordination, timeline management, venue operations, and protocol compliance
- Ability to effectively engage and collaborate with senior leadership and a broad range of internal and external stakeholders while handling sensitive matters with discretion, diplomacy, and tact.
- Demonstrated skill in managing complex workloads, prioritizing assignments, and delivering accurate, high-quality work under pressure and within established timeframes.
- Demonstrated ability to work independently, exercising initiative, sound judgment, adaptability, and strong organizational skills while maintaining close attention to detail.
- Skill in coordinating, assigning, and monitoring the work of staff, volunteers, interns, contractors, and support personnel to ensure successful event execution.
- Experience managing all aspects of event budgeting and financial oversight, including cost projections, expense tracking, and budget reconciliation. Demonstrated success in supporting and achieving fundraising targets associated with special events and gala initiatives.
- Excellent written and verbal communication skills, with the ability to develop reports, presentations, event plans, and other materials and effectively communicate with internal and external partners.
- Knowledge of non-profit fundraising and membership programs. Demonstrated experience with designing and writing materials in support of fundraising.
Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.
Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.
Join us in "Inspiring Generations through Knowledge and Discovery."
TO APPLY:
Interested candidates must submit a resume detailing both paid and unpaid experience relevant to this position. The resume must include the start and end dates (month and year) for each position, as well as the average number of hours worked per week. While a cover letter is strongly encouraged, it is not required. All application materials must be submitted through the online application portal.
What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. Qualified candidates will be referred to the hiring manager and invited for an interview. If you are chosen for an interview you may need to provide multiple references, including title and contact information, who are familiar with your work and professional skills and abilities.
Relocation expenses are not paid.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact Katherine Jessup via email at JessupK@si.edu Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
To learn more, please review the Smithsonian’s
Accommodation Procedures.
The Smithsonian Institution is an
Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following:
https://www.si.edu/oeo 
