Special Events Coordinator, IS-0301-09

Smithsonian; Washington (District of Columbia); On-site; USD 71,000 - 92,000; Full time

Job summary

Smithsonian National Zoo and Conservation Biology Institute in Washington, DC seeks a dynamic Special Events Coordinator to plan and execute public programs, manage rentals, and coordinate cross-unit events. This role supports mission-driven programming, donor engagement, and revenue-generating activities within a fast-paced team.

Open to qualified candidates; the position is full-time, with evenings/weekends as required and a trust-fund appointment.

Qualifications

• Experience in event planning, public programs, or related fields.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple projects and stakeholders simultaneously; proficiency with MS Office.

Responsibilities

• Plans, coordinates, and executes public programs that align with NZCBI's mission and audience engagement goals.
• Facilitates the full lifecycle of facility rentals from inquiry to closeout and coordinates with stakeholders.
• Develops detailed event timelines and logistics plans; coordinates vendors, catering, transportation, and entertainment services.
• Serves as on-site event coordinator and oversees event execution; engages with VIPs, donors, and partners as needed.
• Prepares analytical reports on attendance and program metrics to inform improvements.

Skills

Event planning

Public programs

Vendor management

Project management

Interpersonal skills

Microsoft Office

Evenings/weekends availability

Driver's license

Tools

Microsoft Office Suite

Job description

Special Events Coordinator, IS-0301-09

Application Deadline: 7 October 2026

Department: National Zoo and Conservation Biology Institute

Employment Type: Full Time

Location: Washington, DC

Reporting To: Head of Specials of Events

Compensation: $70,623 - $91,815 / year

Description

OPEN DATE: September 24, 2026

CLOSING DATE: October 7, 2026

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC
Position sensitivity and risk:
Non-sensitive (NS)/Low Risk

Who May Apply:

Open to AllThis is a career ladder opportunity with promotion potential to grade 11. Promotion to the next higher grade, up to IS-11, may occur at management’s discretion upon the supervisor’s recommendation, subject to the availability of funds, classification requirements, satisfactory performance, and the employee's qualifications.

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 Smithsonian National Zoo and Conservation Biology Institute (NZCBI) seeks a dynamic and detail-oriented Special Events Coordinator to join our External Affairs team. This role is essential to the planning, coordination, and execution of advancement events, public programs, and rental activities that support the Zoo's mission and revenue-generating goals.

You will be part of a collaborative, fast-paced Events team that produces signature event experiences, donor stewardship events, and community-facing programs. This is an opportunity to contribute to meaningful work in a world class institution while developing your skills in event operations, event, programming, stakeholder engagement, and program administration.

DUTIES AND RESPONSIBILITIES

• Public Programs Development and Execution: Plans, coordinates, and executes public programs that align with NZCBI's mission and audience engagement goals. Collaborates with internal partners, including Animal Care and Communication department. Manages event logistics, vendor coordination, and operational requirements. Collects and analyzes attendance and feedback data to inform program improvements. Contributes to the development of new program concepts and seasonal offerings.
• Rental Events Program Support: Facilitates the full lifecycle of facility rentals from inquiry to event closeout. Serves as a point of contact for rental clients, providing venue information, policies, and requirements. Conducts site visits, prepares cost estimates and event planning documents. Coordinates with National Zoo Police, Facilities, and Park Operations to ensure compliance and seamless execution.
• Event Operations and Logistics: Develops detailed event timelines, run of show documents, and logistics plans. Coordinates vendors, catering, transportation, and entertainment services. Leads event walkthroughs and planning meetings with internal and external stakeholders. Serves as on-site event coordinator, resolving routine and moderately complex issues. Evaluates event execution and provides recommendations for operational improvements.
• Stakeholder and Client Support: Maintains effective relationships with internal staff, external partners, vendors, and clients. Coordinates with Smithsonian departments and NZCBI leadership on cross-unit initiatives. Assists with VIP coordination, donor engagement, membership, and stewardship events. Delivers responsive, professional customer service to all stakeholders.
• Program Administration: Manages event records, procurement and financial documentation. Prepares analytical reports on metrics i.e. attendance and identifies areas for programming improvement. Assists with planning, forecasting, and development of administrative procedures.

Performs other duties as required.

QUALIFICATION REQUIREMENTS

• Experience in event planning, public programs, or related fields.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple projects and stakeholders simultaneously.
• Proficiency with Microsoft Office Suite.
• Ability to work evenings and weekends as required by event schedules.
• Valid driver's license and ability to safely operate a Smithsonian vehicle.

PREFERRED QUALIFICATIONS

• Experience working within the Smithsonian Institution or similar cultural institution.
• Experience managing vendors, volunteers, or guest-facing operations.
• Knowledge of event production, contracting, or procurement processes.

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".

Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week. 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. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [e-mail]. 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. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeesd.