Assistant Manager, Special Events

Overview

Date Posted:
4/29/2021
Job Code:
AscMgrSpEvts
Location:
Philanthropy
Address:
151 South Grand Ave
City:
Los Angeles
State:
CA
Country:
United States of America

Description

 

The Assistant Manager, Special Events is responsible for day-to-day administrative and clerical tasks to support the Special Events team in the implementation of the Philanthropy Department’s special events and stewardship and engagement activities. The annual calendar is comprised of 40+ 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:

  • Support Director, Individual Giving and Special Event Managers
  • Assist with the fundraising efforts of two major revenue generating events, such as following up with solicitation efforts
  • Update internal master calendar with events
  • Update production timeline with completed and pending tasks
  • Coordinate Philanthropy department audience rehearsals, Artist Salons and Meet the Musician events
  • Book appropriate meeting venues and contract for catering services
  • Daily processing of event financials including revenue and expenses
  • Maintain event expenses for galas, rehearsals, Artist Salons and other events
  • Input and manage event data in Tessitura including gala seating and ticketing information
  • Maintain related website updates
  • Review and edit donor acknowledgement letters and tax receipts
  • Ensure that related fundraiser gifts are acknowledged, tracked, and reported in a timely manner and draft reminder notices, thank you notes, and/or other necessary correspondence as appropriate.
  • Format, merge and print mailing list and/or labels for event invitation projects
  • Respond to emails and calls from the Special Events phone line and email
  • Assist with follow up calls to patrons
  • Update gala sales reports and RSVP sheets
  • Submit City of LA notice of intent to solicit for galas
  • Update donor records with event and RSVP information
  • Create, organize, and maintain special event photo files and supplies
  • Provide support for events both on and offsite and assist with all event prep, set-up, and tear-down
  • Assist the Associate Manager in the coordination of four Board Meetings and ancillary Board 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 to the LA Philharmonic.
  • Willingness to travel and work nights and weekends
  • Ability to stand and walk for extended periods of time and support with deliverables as needed.
  • Other duties as assigned

Minimum Requirements

 
  • Prior experience in fundraising special events preferably within the non-profit arts sector.
  • First rate customer service and interpersonal skills. Ability to think critically and strategically to anticipate challenges and trouble-shoot.
  • Polished personal presentation and comfortable interacting with all members of an organization.
  • Excellent overall business-level communication and writing skills. Ability to create and prepare correspondence in Word and financial reports in Excel.  Excellent proofreading skills are a plus.
  • Exceptional project management skills and ability to multi-task within strict timelines and budgetary constraints.  Detail-oriented with demonstrated ability to multi-task and bring time sensitive projects to completion.
  • Strong business-level computer skills including knowledge of Microsoft Word, Excel and donor databases such as Raiser’s Edge or Tessitura
  • Facility with fundraising databases, such as The Raiser’s Edge, Tessitura, and other CRM/ticketing databases is strongly desired.
  • Experience in print design, copy-editing, budgeting, and fundraising are strongly desired.
  • Must be team player that enjoys collaboration yet possesses an ability to lead when necessary.
  • Music background preferred; 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
  • Secondary language fluency preferred

 

COVID Workplace Safety Requirements

This position will require you to interact with employees, patrons, vendors and others who may or may not be vaccinated or recently tested. You will be required to wear personal protection equipment (PPE) required by the LA County Department of Public Health protocols and the LA Phil.  You agree to comply at all times with the LA Phil’s COVID-19 Prevention Plan, including testing and vaccination requirements.

 

The Los Angeles Philharmonic Association will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of the FCIHO.