Temporary Event Production Assistant

LA Phil; Los Angeles (CA); On-site; USD 10,000 - 60,000; Part time

Job summary

LA Phil is seeking an Event Production Assistant to work with the Special Events team for major fundraising events at the Hollywood Bowl. The Assistant will provide logistical and administrative support, coordinating with vendors and internal staff to ensure successful event execution. This role is part-time, with a varied schedule leading up to events.

Qualifications

• Minimum of two years of experience in Event Production for large-scale programs.
• Exceptional project management skills with the ability to multi-task effectively.
• Strong computer skills including experience with Microsoft 365, Zoom, and Slack.

Responsibilities

• Provide administrative and logistical support for large-scale fundraising events.
• Assist with all aspects of event production including vendor coordination.
• Support Special Events staff in guest communications and event execution.

Skills

Interpersonal skills

Communication skills

Project management

Computer skills

Tools

Microsoft 365

Zoom

Slack

Job description

Job Description

Position: EVENT Production ASSISTANT – TEMPORARY through 06/10/25

Department: PHILANTHROPY

Reports to: ASSISTANT MANAGER, SPECIAL EVENTS

FLSA Grade: Non-Exempt, Part-Time

Salary: $23-$25 per hour

Position Summary

LA Philharmonic Philanthropy team is looking for an Event Production Assistant to support the Special Events team in planning our major fundraising Gala at Hollywood Bowl. Event PA will work 15-25 hours per week. Must be available to work additional hours the week leading up to gala taking place Saturday, June 7, 2025.

Position Elements

• Provide administrative and logistical support for large-scale events, including the two annual fundraising galas and other fundraising events. Tasks include printing materials, label making, mail merging, and organizing spreadsheets to facilitate event planning and donor engagement.
• Assist with all aspects of event production, such as securing credentials, managing vendor load-in/load-out, and maintaining organized, clean event spaces.
• Coordinate with internal staff, vendors, suppliers, and contractors to ensure seamless execution of event plans. Work closely with internal operations, technical teams, and production associates to streamline workflows.
• Build agendas and participate in ongoing production meetings for gala productions. Provide clear instructions to vendors and production staff to ensure deadlines are met.
• Support Special Events staff in guest communications, including managing reservations, seating arrangements, and sending both digital and printed materials.
• Maintain and update mailing lists for gala communications, including invitations and committee contacts. Coordinate the timely production and distribution of print marketing collateral and event mailings.
• Conduct outreach to donors and vendors via phone and email, ensuring smooth event execution and donor engagement.
• Manage event-related supplies, including pickups and inventory tracking, to ensure all necessary materials are available.
• Embrace a proactive, “no job is too small” attitude, assisting with any task needed to support the success of fundraising events and special projects.
  
  

Relationships

Direct Report: Assistant Manager, 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

Job Requirements

• 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 Criminal Histories in a manner consistent with the requirements of the FCIHO.

Equal Employment Opportunity Policy

The Los Angeles Philharmonic Association embraces and is committed to diversity and inclusion within our staff, musicians, guest artists, audiences, and surrounding communities. 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 the law, the Association also provides reasonable accommodation for disabled applicants and employees in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act, for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth or related medical conditions; for employees who are victims of domestic violence, sexual assault or stalking; and for applicants and employees based on their religious beliefs and practices.