Special Events Associate/Manager

 The National Archives Foundation (NAF) is seeking an Associate/Manager.

As the nonprofit partner of the National Archives and Records Administration (NARA), NAF is dedicated to generating financial and creative support and public awareness for exhibitions, public programs, capital projects, strategic partnerships, and civic and educational initiatives. NAF advances its mission by inspiring a deeper appreciation of our country's heritage and encouraging citizen engagement in our democracy by introducing America's records to people around the U.S. and the world.

NAF partnerships with the NARA have produced numerous achievements over the years, including the renovation of the Rotunda, where the Charters of Freedom are on display, the creation of the Public Vaults permanent exhibition space, the development of the DocsTeach.org education resource, and the David M. Rubenstein Gallery's "Records of Rights" permanent exhibition. 

Additionally, NAF has supported numerous notable special exhibitions and public programs. The annual Gala is a highlight of the year, bringing together influential figures from business, society, and government to recognize an individual whose work has fostered a broader national awareness of the history and identity of the United States through original records. 

The NAF is currently engaged in a capital campaign that will increase support for new civic and educational programming, as well as develop and build a new, highly interactive, state-of-the-art, multi-million-dollar permanent exhibition at the National Archives Museum in Washington, DC.

Cultivating an inclusive staff is at the heart of the National Archives Foundation's focus on advancing equity. We value and encourage candidates of all backgrounds to apply. 

Position Scope and Responsibilities

The position will provide support to the Foundations’ Special Events team in the successful completion of all Foundation hosted and private events.

This is a full-time hybrid position. The candidate has the opportunity to work from home but is required to be in the office a minimum of three days a week but likely more due to the client-facing in-person requirements of this position. The position will require some visitor, donor, and sponsor engagement, as well as participation in evening and weekend events from time to time, including presenting and engaging with tours at the historic National Archives Museum.

The ideal candidate must possess excellent people management and customer service skills. Interest in nonprofit fundraising and a passion for American history, civic engagement, and/or museums are highly desirable.

Specific duties include but are not limited to:

Administrative & Team Support
Provide administrative support for the Special Events team, including: revenue tracking, invoicing, and data entry.
Assist with logistics for quarterly Board meetings and other institutional gatherings.
Draft and distribute internal event production documents (burn permits, vendor forms, staffing plans, signage).
Support cross-departmental initiatives and other duties as assigned.
Review, process and respond to incoming inquiries.
Assists the SE department in reaching  their annual revenue goal.

Event Inquiries & Client Relations
Administers all phases of events, including but not limited to planning, facilitating, servicing, and administrative procedures.
Provide excellent organization, interpersonal and administrative skills.
Complete site visits for clients interested in hosting events at the National Archives Museum
Network and promote the National Archives Foundation at hospitality industry events.
Provide top-notch customer service skills.
Be a self-starter. 

Event Operations
Provide on-site support for Foundation-hosted and private events, including evenings and weekends.
Coordinate vendor logistics, including load-in, setup, breakdown, and compliance with facility requirements.
Partner with vendors, facilities, security, and NARA staff to ensure seamless event execution.
Conduct tours of National Archives event and exhibition spaces.
Support major Foundation programs, including the annual Gala, exhibition openings, and donor engagement events.
Coordinate event details (including schedules, layouts, guest lists, vendor delivery/staff forms, etc.) 
Assists with managing the Special Events calendar.
To negotiate vendor quotes and agreements.

Qualifications

Bachelor’s degree 
5 years or more of event management experience preferred.
Strong written and oral communication required.
The ability to work well in a team environment.
The ability to work in a fast-paced environment. 
Ability to maintain diplomacy while working effectively with a wide range of constituencies, both internally and externally.
Ability to multitask and time management are a plus.
Ability to participate in evening/weekend events.
Event Management skills are a plus.
Has a desire to join a Professional Meeting Industry organization.
Be proficient with computer software for word-processing, event management and database management — Raiser’s Edge, Accruent (EMS), Social Tables, & G-Suite (Google) preferred.
Interest in American history, civic engagement, and/or museums a plus.

The National Archives Foundation is an Equal Opportunity Employer. Diversity of ideas and opinions is paramount in our workplace, advancing our mission to educate Americans and inspire a deeper appreciation for our nation's history. All qualified candidates will be reviewed regardless of race, sexual orientation, or religion.

Resumes are reviewed on a rolling basis. The Salary Range is $50,000 to $75,000 annually based on experience. Please email your resume, cover letter, and three professional references (references will only be contacted if you are selected as a finalist).

Interested candidates, please apply online to [email protected]