Temporary Event Production Assistant

Ocean State Job Lot; Los Angeles (CA); On-site; USD 10,000 - 60,000; Part time

Job summary

An established industry player is seeking a dedicated Event Production Assistant to support their Special Events team. This temporary role involves planning and executing major fundraising galas, where you will provide essential administrative and logistical support. You'll coordinate with vendors, manage event supplies, and ensure seamless execution of event plans. If you have a passion for the arts and experience in event production, this is a fantastic opportunity to contribute to meaningful fundraising efforts while working in a dynamic environment. Join a team that values collaboration and creativity, and make a significant impact in the community!

Qualifications

• 2+ years of experience in Event Production for large-scale programs.
• Strong project management and communication skills required.

Responsibilities

• Provide logistical support for fundraising events and manage vendor coordination.
• Assist with guest communications and maintain event-related supplies.

Skills

Event Production

Project Management

Interpersonal Communication

Detail Orientation

Microsoft 365

Zoom

Slack

Fundraising

Tools

Microsoft 365

Zoom

Slack

Job description

About Los Angeles Philharmonic Association

Founded in 1919, the Los Angeles Philharmonic Association presents, and promotes the performing arts in its varied forms at the highest level of excellence to a diverse and large audience, at Walt Disney Concert Hall, the Hollywood Bowl, The Ford, and YOLA.

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 the gala taking place Saturday, June 7, 2025.

Position Elements:

1. 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.
2. Assist with all aspects of event production, such as securing credentials, managing vendor load-in/load-out, and maintaining organized, clean event spaces.
3. 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.
4. Build agendas and participate in ongoing production meetings for gala productions. Provide clear instructions to vendors and production staff to ensure deadlines are met.
5. Support Special Events staff in guest communications, including managing reservations, seating arrangements, and sending both digital and printed materials.
6. 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.
7. Conduct outreach to donors and vendors via phone and email, ensuring smooth event execution and donor engagement.
8. Manage event-related supplies, including pickups and inventory tracking, to ensure all necessary materials are available.
9. 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:

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

Minimum Requirements:

1. Minimum of two years of experience in Event Production for large-scale programs.
2. Excellent interpersonal, written, and oral communications skills.
3. Exceptional and detail-oriented project management skills with the ability to multi-task and work within deadlines.
4. Ability to build collaborative working relationships with vendors, volunteers, donors and internal teams exercising discretion and good judgment.
5. Strong computer skills including experience with Microsoft 365, Zoom, and Slack.
6. 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.