Job Title: Special Events and Program Manager

Organization Overview:

The Virginia Capital Trail Foundation (VCTF) is a nonprofit, 501(c)(3) organization dedicated to protecting, promoting, and enhancing the Virginia Capital Trail—a 52-mile multi-use trail connecting Richmond and Williamsburg along the historic Route 5 corridor. As a resource, community builder, and trail connector, VCTF aims to ensure the trail's excellence in recreation and transportation infrastructure, expand trail usage, and collaborate on developing a regional trail network. Our small yet passionate team is committed to these goals, and we invite you to join us in making a positive impact on our community.

Position Responsibilities:

Special Events:

1. Lead the planning and execution of major events, including the Cap2Cap Bike Ride, Cap Trail 10m/5k Run, and Cap Trail Summer Challenge.

2. Develop event-specific work plans, overseeing print, layout, logistics, vendor coordination, budget management, and permit compliance.

3. Establish and maintain strong partnerships with sponsors, vendors, and community stakeholders.

4. Communicate effectively with participants, partners, and sponsors through various channels, ensuring excellent customer service.

5. Recruit, train, and retain volunteers for event support.

6. Work with colleagues on the coordination of social media, website content, and registration forms for events.

7. Organize and facilitate event meetings, maintaining agenda and minutes.

8. Oversee vendors, including tables, chairs, tents, water, food, and merchandise.

9. Coordinate signage, course markings, and other printed materials.

10. Manage packet pick-up logistics and coordinate SAG support and rest stops.

11. Collect and evaluate data from all events.

12. Assist with sponsorship recruitment, agreements, and follow-through.

13. Create and confirm site and course routes.

14. Coordinate State of the Trail Event, and Birthday Celebration.

15. Create and assist with other in-person and virtual events, as needed.

Programs:

1. Implement the Outdoor Equity Fund Grant Program, including marketing, tracking grantee applications and progress, and coordinating awards celebrations.

2. Identify and develop new programs and initiatives aligned with the foundation's mission and strategic goals.

3. Coordinate with the communications and development manager and create marketing materials related to programs which may include: flyers, newsletter articles, social media posts or events, and website editing.

Other Duties:

1. Perform additional tasks as assigned by the Executive Director.

Essential Use of Tools:

- G Suite and MS Office Suite (Word, Excel, PowerPoint)

- Various social media platforms (Twitter, Facebook, YouTube, Instagram, etc.)

- Preferred experience with event registration platforms (RunSignUp)

Essential Trainings/Certifications:

- Bachelor’s degree, preferred

- 2+ years of relevant responsibilities

Essential Skills/Knowledge:

- Passion for the Capital Trail and active-living (cycling or running experience, a plus)

- Strong communication, networking, and advocacy skills

- Proficiency in event and program execution, logistics, and event management (on-site and online)

- Ability to develop and deliver in-person and virtual programs

- Clear and concise written and verbal communication skills

- Project management proficiency to effectively manage schedules and deadlines

- Ability to work independently and collaboratively as part of a team

- Strong problem-solving and interpersonal skills

- Demonstrated collaborative team-building and consensus-building abilities

- Articulate the VCTF’s mission effectively

- Strong ability to prioritize multiple projects, work in unstructured environments, and remain focused with minimal supervision

- Attention to detail and excellent organizational and time management skills

The Special Events and Program Manager position at the Virginia Capital Trail Foundation offers an exciting opportunity to contribute to the growth and success of the organization. The role requires a passion for trails, events, and program management.

Physical Requirements:

Standing or sitting for long periods of time
Must be able and willing to operate vehicles.
Ability to move boxes or event materials weighing up to 50 pounds across the office or event spaces for various needs.

Reporting:

Reports to the Executive Director

Other Information:

Currently, the Virginia Capital Trail Foundation follows a hybrid work model, with three days in the office and two days remote. The standard office hours are from 9:00 am to 5:00 pm, Monday to Friday, with evening and weekend work required for programs. Flex time will be given for weekend and evening work. The office is located in Downtown Richmond, VA. It is essential to have reliable transportation for commuting to and from the office and program sites.

Salary: $40,000 to $55,000, depending on experience.

Benefits include paid time off with increases based on years of service, paid holidays, long and short-term disability, family medical leave policy, health and dental insurance with employee contribution, and simple IRA with company match after one year of service.

Send your cover letter, resume, and three references to Cat Anthony, Executive Director, at staffing@virginiacapitaltrail.org by Dec. 7th for full consideration. Applications will be reviewed on a rolling basis. The position will be open until filled. Interviews may begin before the close of the application submission period. No phone calls, please.

Virginia Capital Trail Foundation jobs

Special Events and Program Manager