Event Production Assistant - Seasonal

Position:                  EVENT Production ASSISTANT - SEASONAL

Department:          Philanthropy

Reports to:            Director, Special Events

FSLA:                          Non-Exempt, Part-Time

Pay Range:              $25-$27 per hour

About the LA Phil:

Founded in 1919, the LA Phil presents nearly 300 annual concerts ranging from jazz and pop to symphonic and recitals at Walt Disney Concert Hall, the Hollywood Bowl, and The Ford. As a non-profit organization, the LA Phil is supported by both ticket sales and donations, and it works to impact the city of Los Angeles through community and learning programs, including YOLA. We’re an organization formed and transformed by Los Angeles. The LA Phil is many things—an orchestra, a collection of venues, a youth education program—all with one core belief: That everyone should have access to experience the power of live music. We envision the LA Phil as a place where everyone feels welcome, we celebrate what is timeless and universal, and we support emerging artists who reflect today's world.

JOB DESCRIPTION:

LA Philharmonic Philanthropy team is looking for an Event Production Assistant to support the Special Events team in planning of our major fundraising event at Hollywood Bowl. The Event Production Assistant will work 10-25 hours per week and 30-40 hours, the week leading up to gala taking place Saturday, June 20.

RESPONSIBILITIES

• Provide administrative and logistical support for large-scale events including the annual fundraising gala and other fundraising events.

• Coordinate mailings for gala invitations and print marketing collateral in a timely manner.

• Gather, track and enter various production data among multiple platforms. Assist with mailing lists for the Gala mailings, including coordinating and updating lists and committee contacts.

• Support Special Events staff in taking reservations for the Galas, guest digital and printed communications, seating arrangements diagrams.

• Assist with all aspect of event production, such as securing credentials, managing vendor load in/load out, maintaining organized and clean event spaces.

• Coordinate with internal staff, vendors, suppliers, and contractors to ensure seamless execution of event plans. Collaborate effectively with internal operations & technical teams as well as other production associate managers/assistants to streamline workflows across all apps and content teams.

• Build agendas, participate in production kick-offs and ongoing production meetings for all gala productions. Provide clear communications and instructions to vendor and production staff to ensure timely completion within set deadlines.

Relationships:

           Direct Report:                        Director, Special Events

           Interacts with:                        Philanthropy Department

                                                           Hollywood Bowl Operations

                                                           The Music Center Staff

                                                External Vendor, Production and Contract Staff

                                                Donors

                                                Other LAPA departments and Staff, as needed

Supervises:                            N/A

QUALIFICATIONS

• Minimum of two years of experience in Event Production for large-scale programs.

• Excellent interpersonal, written, and oral communications skills.

• Exceptional and detail-oriented project management skills with the ability to multi-task and work within deadlines.

• Ability to build collaborative working relationships with vendors, volunteers, donors and internal teams exercising discretion and good judgment.

• Strong computer skills including experience with Microsoft 365, Zoom, and Slack.

• Fundraising experience with a background in the Arts is a plus.

The Los Angeles Philharmonic Association will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and the California Fair Chance Act.  

Equal Employment Opportunity Policy

The Los Angeles Philharmonic Association is committed to provide equal employment opportunity for all applicants and employees. The Association does not discriminate on the basis of race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, genetic information, marital status, gender, gender identity, gender expression, military status, veteran status, or any other basis protected by federal, state, or local law.  Consistent with applicable law, the Association also provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures.