Senior Special Events Manager — Galas & Donor Engagement

Smithsonian Institution; Washington (District of Columbia); On-site; USD 85,000 - 94,000; Full time

Job summary

The Smithsonian Institution’s Hirshhorn Museum and Sculpture Garden seeks a Senior Special Events Coordinator in Washington, DC. This full‑time, trust fund role plans high‑profile advancement events, coordinates cultivation programs, and manages donor engagements in collaboration with senior leadership.

Responsibilities include budgeting, vendor management, and on-site event leadership, with a focus on timely execution and fundraising outcomes.

Qualifications

• Bachelor’s degree and 5-7 years of related professional experience.
• Experience in an art museum environment is highly desirable.
• Proven experience planning and executing special events and galas, including logistics, timelines, venue operations, and protocol compliance.
• Ability to engage and collaborate with senior leadership and a broad range of internal and external stakeholders while handling sensitive matters with discretion.
• Demonstrated ability to manage complex workloads, prioritize assignments, and deliver accurate, high-quality work under pressure and within established timeframes.
• Experience managing all aspects of event budgeting and financial oversight, including cost projections, expense tracking, and budget reconciliation.
• Knowledge of non-profit fundraising and membership programs.

Responsibilities

• Plans, coordinates, and executes complex special events, galas, ceremonies, receptions, dinners, and exhibitions openings.
• Serves as primary liaison with internal Hirshhorn/Smithsonian offices and external organizations to ensure successful event planning.
• Develops comprehensive event plans including logistics, timelines, budgeting, and vendor coordination.
• Ensures compliance with Smithsonian policies and branding across events.
• Creates innovative event strategies to advance museum priorities and donor engagement.
• Prepares budgets, monitors expenditures, and coordinates procurement per Smithsonian policies.
• Coordinates vendor selection, contracts, and post-event financial reconciliations.
• Oversees onsite event operations, staff, contractors, and VIP guests to ensure professional execution.
• Drafts invitations, programs, signage, and guest materials; internal/external communications for events.
• Recruits and mentors event staff, volunteers, interns, and new employees.
• Performs post-event evaluations and maintains records for planning improvements.

Skills

Event planning

Budgeting

Stakeholder management

Communication

Non-profit fundraising

Project coordination

Education

Bachelor’s degree

Job description

The Smithsonian Institution’s Hirshhorn Museum and Sculpture Garden seeks a Senior Special Events Coordinator in Washington, DC. This full‑time, trust fund role plans high‑profile advancement events, coordinates cultivation programs, and manages donor engagements in collaboration with senior leadership.

Responsibilities include budgeting, vendor management, and on-site event leadership, with a focus on timely execution and fundraising outcomes.