Associate Director of Special Events

TITLE: ASSOCIATE DIRECTOR, SPECIAL EVENTS
IMMEDIATE SUPERVISOR: Director of Development
SUPERVISES: Special Events Manager
CLASSIFICATION: Exempt, full-time

JOB SUMMARY:
The Associate Director of Special Events leads the development and implementation of all special events for Ford’s Theatre Society. As a senior member of the development team, the position is responsible for leadership and direction of the Special Events Manager; developing and maintaining event budgets and timelines, vendor contract negotiations and relationship management and event communications. These large- and small-scale events take place on the Ford’s campus and at iconic institutions around Washington and are often attended by high-level donors, prospective donors, and local and national government officials. Events include but are not limited to: opening night dinners and receptions, member events, campaign events, donor cultivation events and The Ford’s Theatre Annual Gala.

PRINCIPAL RESPONSIBILITIES:
• Strategize, create, plan and execute successful events that support the mission of Ford’s Theatre Society and the fundraising efforts of the organization, including exclusive VIP opening night events, receptions, seated dinners, campaign events, corporate and member events and The Ford’s Theatre Annual Gala weekend
• Ensure events are welcoming and inclusive for all audiences and ensure events reflect Ford’s values.
• Contract event venues and all vendors including, but not limited to: caterers, photographers, florists, calligraphers, décor and lighting designers and entertainment
• Suggest and approve menu selections, venue layouts, guest lists, invitations, special accommodations and all other event logistics
• Serve as the primary liaison for logistics and VIP participation with venue staff at all event venues, including the U.S. Capitol and White House, when applicable
• When applicable and necessary, coordinate with the U.S. Secret Service, U.S. Park Police, Capitol Hill Police and other agencies to conduct site walkthroughs and address any safety and security concerns prior and during events
• Work with development and executive staff to coordinate seating for events ensuring proper protocols are followed and the needs of sponsors and other major donors are met
• Develop and maintain event budgets and report on event revenue and expenses
• Work with Special Events Manager and communications team to create clear, exciting, event communications, materials and design that represent the Ford’s brand and Ford’s values
• Oversee the creation of invitation lists, sending of invitations and tracking of RSVP details for all events using the Tessitura database system and other tools as necessary
• Collaborate with the Director of Development and Director to secure participation and attendance from VIP guests
• Work across FTS departments to coordinate and fulfill use of space by external clients either as sponsor benefit or rental opportunity
• Establish, maintain and develop relationships and rapport with vendors, in-kind contributors, Congressional and Administration schedulers, and others necessary to producing successful events
• Ensure that all event staff and vendors provide a high-level of customer service throughout the event experience
• Use judgment and expertise to foresee, when possible, operational event and organizational challenges and propose / develop alternative solutions
• Follow all organizational, venue and best practice safety policies and communicate same to donors and guests
• Attend and/or work at select rehearsals, performances and other events hosted by Ford’s
• Stay current on trends in event management and event design and make appropriate adjustments for organizational or departmental improvements
• Conduct after-hours, guided tours of the Ford’s Theatre campus for donors, prospects, and VIP guests as needed
• Provide general support for other fundraising activities and campaigns as needed

KNOWLEDGE, SKILLS & ABILITIES:
• Five years or more of successful special event or meeting planning and execution experience, some fundraising event experience preferred
• Knowledge of government relations and protocols
• Excellent project management and analytical skills with demonstrated ability to set priorities and meet competing deadlines
• Demonstrated superior attention to detail, accuracy and coordination
• Demonstrated strong communication and customer service skills
• Knowledge of and interest in food and wine selection for menu planning
• Ability to work effectively and professionally with a diverse population of donors, staff, volunteers, vendors and event attendees
• Ability to maintain confidentiality regarding event invitees, attendees and other aspects of participants and planning
• Proficiency with Microsoft Office Suite required. Familiarity with Tessitura or similar CRM database experience a plus
• Ability to work in an open environment, sharing space with an active in-house team
• Schedule flexibility with the ability to work occasional early mornings, evenings and weekends
• Enthusiasm for the performing arts, education and/or history is preferred

SALARY
The salary range for this position is between $70,000-$75,000 annually.

Ford’s offers a dynamic working environment steeped in culture and history along with a robust benefits package including highly subsidized health insurance, 401(k) contributions, and generous paid leave policies

TO APPLY
Please send resume and cover letter to fordstheatrehiring@fords.org. Priority will be given to applicants who have submitted their materials by July 18, 2025.

Ford’s Theatre Society is dedicated to fostering an environment where all employees feel valued, respected, and supported. We believe that different perspectives strengthen our work and enrich our community. Ford’s Theatre is proud to be an equal-opportunity employer.