Assistant Manager, Special Events

Position Summary:

The Assistant Manager, Special Events working closely with the special events team, assists in running the production and implementation of the Philanthropy Department’s special events, stewardship and engagement activities. The annual calendar is comprised of 80+ donor events (such as Board of Directors meetings, Artist Salons, Friends of the LA Phil rehearsals, etc.) and two major fundraising events – Opening Night at the Hollywood Bowl and the Winter Gala for the Walt Disney Concert Hall.

Position Elements:

Help manage and coordinate special events including two annual fundraisers, the Winter Gala and the Opening Night at the Hollywood Bowl, in addition to stewardship and engagement events for the Philanthropy Department throughout the year.
Provide comprehensive support in the areas of marketing, research, strategic planning, and event execution.
Establish and manage project timelines, meeting deadlines.
Support the Special Events team in overseeing contracts, payment schedules, and correspondence for outside consultants and vendors associated with events including but not limited to, the event designer/producer, print designers, city permitting/forms consultant.
Work closely with and negotiate with external vendors to coordinate goods and services for special events. Manage relationships and bidding process to ensure the best service and most efficient cost for goods and services.
Work with the Philanthropy and Marketing teams to coordinate and fulfill sponsor and partner agreements as they pertain to all special events.
Create effective planning documents and manage night-of vendor and staff timelines.
Work collaboratively and creatively to help expedite processes across departments relating to scheduling, space requests, musician/artist requests, procuring biographical materials, processing payments, and creating print materials.
Help manage and assist in the coordination of Board Meetings and ancillary Board events.
Coordinate and assist in the management of production meetings with staff, catering, décor providers, AV vendors, and the Philanthropy team at large.
Coordinate gala co-chair and committee planning meetings; create materials for meetings and planning purposes and attend meetings.
Assist with other donor and fundraising event activities as assigned by the Vice President, Philanthropy and Director, Special Events.
Staff other non-related Philanthropy department events as necessary throughout the year.
Represent the organization in a positive and professional, customer service-oriented manner to the Board and all level of donors and patrons.
Willingness to travel and work nights and weekends.
Minimum Requirements
Relationships:

Reports To: Director, Special Events

Interacts with: All LAPA Departments and Staff

LA Phil Board Members and Donors

Music Center staff

LAPA on-site vendors

Outside vendors

Position Requirements

Three or more years of progressive event or project management experience in comparably complex and high-visibility professional environment(s), preferably within the non-profit arts sector.
Exceptional project management skills and ability to multi-task within strict timelines and budgetary constraints. Able to think critically and strategically to anticipate challenges and troubleshoot.
Excellent customer service and interpersonal skills. Experience working with or handling the special needs and expectations of Principal level donors and Celebrity VIP’s. Ability to interact effectively and appropriately with these individuals as well vendors, caterers, and suppliers.
Demonstrated leadership and supervisory skills with assigned staff and volunteer workers and ability to adhere to work within the policies and guidelines of the Association.
Requires strong collaboration skills to work effectively across the organization and function consistently as a highly valued and high performing team player within the Philanthropy department and the company.
Experience in print design, copy-editing, budgeting, and fundraising are strongly desired.
Ability to create and prepare correspondence in Word and financial reports in Excel.
Excellent proofreading skills.
Facility with fundraising databases, such as Tessitura and other CRM/ticketing databases.
Passion for the Association’s mission is critical.
Dedication and commitment to engage in and promote diversity, equity, and inclusion within the staff, vendors, and within interactions with the surrounding community is a must.
B.A. in the arts preferred or equivalent experience.