Director of Event Planning

Posted April 14, 2025

The Director of Event Planning is responsible for overseeing the planning of the logistical support process and deliverables for services, programs, and event rentals to achieve specific goals, including managing budgets, timelines, and resources, while ensuring a hospitable and excellent experience for guests. This work is done in close collaboration with key colleagues—including the Worship Manager of Special Services, Program Specialist, Volunteer Manager, Director of Event Logistics, Director of Front of House Operations, Manager of Event Revenue, and others—to ensure coordination across departments. The Director leads the full project lifecycle for events—from contract execution and document management to final reconciliation—ensuring alignment with program briefs, Cathedral standards, and established policies and procedures. They develop comprehensive project plans using tools such as Monday.com, Social Tables, and Microsoft Teams/SharePoint to track responsibilities, deadlines, and resource allocation, while maintaining accurate documentation and managing event-related budgets and invoicing processes.

In close coordination with the Marketing Manager, the Director ensures appropriate promotional support is in place and client approvals are received. The Director leads the planning and execution of all logistical elements, including transportation, catering, vendor requirements, security, and parking. This includes creating and distributing the final run of show, ensuring vendor insurance compliance, and overseeing set-up plans and staff responsibilities across departments. The Director also serves as the primary liaison with vendors, managing relationships and ensuring accountability to Cathedral expectations and timelines.

Throughout each event, the Director maintains strong, clear communication with internal teams, clients, and external partners to ensure seamless coordination. After events, the Director leads the post-event evaluation process, gathering feedback, identifying areas for improvement, and supporting relationship-building through appropriate follow-up. This position plays a key leadership role in maintaining operational excellence and delivering meaningful, mission-aligned experiences at the Cathedral.

Duties and Responsibilities

Planning and Organization

  • Document and Contract Management:
    • Upon receipt of the final program brief or Exhibit A, track the contract execution process.
    • Save all relevant and important documents in the shared program folder.
  • Create a Project Plan:
    • Based on the external contract or internal program brief and the internal Standard Operating Procedures, develop a detailed plan to manage all deliverables of the project including timelines, tasks, responsibilities, and resource allocation and obligations utilizing software such as Social Tables, Monday.com, Microsoft Teams/SharePoint, YesPlan.
  • Budgeting/Accounting:
    • Manage expenses to stay within the established budget.
    • Ensure colleagues track hidden costs such as staffing, both PT and FT.
    • Submit all invoices to accounting for approval by the program owner.
    • Approve and track all invoices and timely payments.
  • Marketing Collaboration:
    • Collaborate with the Marketing Manager to ensure that marketing support is in place based on the program brief or contract.
    • Assist with client approvals as directed by the Marketing Manager.
  • Logistics:
    • Oversee all logistical aspects, including transportation, parking, catering, equipment, and materials.
    • Develop the final Run of Show/Setup Memo to be shared with all key stakeholders.
    • Manage the receipt of Certificates of Insurance (COI) for all on-site vendors.
  • Execution Needs:
    • Establish the obligations of all execution needs (staffing, facilities and set-up) and communicate needs to the appropriate execution team.
    • Establish needs for security and communicate needs to the appropriate team.
    • Develop the setup plan in Social Tables.

Coordination

  • Project Management:
    • Lead and coordinate the planning team for each event.
    • Includes scheduling and facilitating planning meetings as needed with internal and external partners.
  • Vendor Management:
    • Work with vendors (e.g., external event planners, caterers, AV technicians, decorators, transportation, hotel) to ensure they meet the budget requirements, deadlines, and Cathedral preferred vendor expectations.
  • Communication:
    • Maintain clear and consistent communication with clients, stakeholders, and team members.
    • In collaboration with inter-department colleagues, develop policies, procedures, templates, and checklists for managing events and monitor the organization’s adherence to these practices.

Post-Event Tasks

  • Evaluation:
    • Assess successes and identify areas for improvement.
    • Ensure all key stakeholders fill out the post event survey.
  • Follow-up:
    • Follow up with attendees, vendors and stakeholders to build relationships as necessary or directed by program owner.

Performs other duties as assigned.

minimum qualifications
  • Bachelor’s degree in Event Management, Hospitality, Business Administration, or related field, or equivalent professional experience.
  • At least 7 years of professional experience in event planning, project management, or hospitality operations, with a demonstrated ability to manage large-scale events from conception to completion.
  • Proven experience managing budgets, timelines, vendors, and multiple stakeholders.
  • Proficiency in event planning tools and platforms, including Social Tables, Monday.com, Microsoft Teams/SharePoint, or similar systems.
preferred qualifications
  • Master’s degree in a related field or advanced certification in event planning or project management (e.g., CMP, PMP).
  • Experience working in a religious, nonprofit, or cultural institution.
  • Familiarity with event security planning and coordination, including permitting and vendor insurance requirements.
  • Knowledge of contract administration, financial reconciliation, and customer relationship management (CRM) systems.
  • Experience working closely with marketing, development, and external affairs teams to align event goals with organizational strategy.
KNOWLEDGE, SKILLS, ABILITIES
  • Strong project management skills, including the ability to develop and manage complex timelines, resource plans, and stakeholder coordination.
  • Excellent interpersonal and communication skills, with a demonstrated ability to lead teams and collaborate across departments and with external partners.
  • Detail-oriented and highly organized, with the ability to manage competing priorities and work under pressure in a dynamic environment.
  • Strategic thinker who can align event planning with organizational mission and goals.
  • Skilled in vendor management, including negotiation, performance oversight, and ensuring compliance with organizational standards.
  • Technologically proficient and able to adapt to new systems quickly; skilled in data tracking, document management, and reporting.
  • Committed to hospitality and delivering exceptional guest experiences.
  • Ability to maintain professionalism, discretion, and diplomacy at all times, particularly in high-stakes or sensitive situations.
  • Strong leadership presence and capacity to serve as a key representative of the Cathedral in event-related matters.
WORKING CONDITIONS
  • The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, and stooping in the performance of daily activities.
  • The position also requires grasping, repetitive hand movement, and fine coordination in preparing reports using a computer keyboard.
  • The position also requires near and far vision for reading and preparing written reports and other required documents.
  • Acute hearing is also required when providing phone assistance.
  • The need to lift, drag, push, and pull files, reports and other materials weighing up to 25 pounds is also required.
  • This position requires work during regular business hours. At times, some work on weekends and outside of regular business hours may be required. Flexibility to work evenings, weekends, and holidays as needed, based on event schedule.

Washington National Cathedral is an equal opportunity employer and strives to create a more diverse and inclusive atmosphere for all. Applicants will not be discriminated against because of race, color, religion, sex, sexual orientation, gender identity, or national origin.

We support an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance.

Washington National Cathedral seeks individuals who are committed to our mission. We appreciate interest from those who will contribute to an atmosphere in which diversity is valued and supported.

Salary range: $90,000 – $95,000 commensurate to experience.

Apply Now

To apply, send a cover letter and resume to [email protected].