Marketing Events Coordinator

Title:                       Marketing Events Coordinator 

Department:           Marketing

FSLA Grade:          Hourly (Non-Exempt), Part-Time

Salary:                    $26.00 - $29.00 per hour

Statement of the Job:

Assist the Manager of Promotions & Partnerships in planning, coordinating, and executing promotional marketing events, community activations, and partnership initiatives that support programming at Walt Disney Concert Hall, Hollywood Bowl, The Ford, and off-site events throughout Greater Los Angeles. As a key representative of the LA Phil, this role builds relationships with community organizations, promotional partners, and audiences while delivering impactful marketing events that expand access to the performing arts and strengthen community engagement across Los Angeles.

Estimated Event Volume:

This position will support 34 pre- and post-concert events and approximately 20 tabling/community activation events. Event volume may vary based on LA Phil’s programming, partnerships, and community engagement opportunities.

Essential Functions:

Coordinate and execute marketing events (Drinks in the Garden, Casual Fridays, Chamber Tuesdays, etc.) at Walt Disney Concert Hall and on-/off-site activations and partner events for the Hollywood Bowl, The Ford, and community events in Greater LA

Coordinate with internal teams (The Music Center, Production, Hollywood Bowl Ops, Creative Services, IT, and the Community and Government Engagement) for space availability, crew needs, signage, technology, and event logistics for set ups and breakdowns.

Coordinate planning meetings with stakeholders on a regular basis to update on production timeline, budget, and troubleshooting if necessary.

Coordinate and oversee events on the day of, including problem-solving, welcoming guests, directing event setup, communicating with staff, organizing vendors, and managing takedown.

Work with supervisor to manage the budget and ensure event stays within guidelines; ensure vendors are paid.

Coordinate and execute off-site promotional events and community activations for the Hollywood Bowl and The Ford in collaboration with cultural organizations, community partners, and promotional partners, including Amoeba Music, Smorgasburg, and other local organizations.

Secure additional staff as needed.

Transport promotional materials, signage, tents, tables, giveaways, and event equipment to and from activation sites using a personal vehicle.

Represent the LA Phil professionally while engaging with patrons, community organizations, sponsors, and promotional partners.

Assist with grassroots marketing initiatives including brochure distribution, community outreach, Corporate Partnerships activations, and neighborhood engagement.

Create wrap-up reports for events with detailed notes on improvements and key findings.

Coordinate with legal, health, and safety obligations with The Music Center or other operations staff.

Update internal master calendar with events.

Maintain regular and reliable attendance, including availability for assigned event dates, evenings, and weekends as required by the event schedule.

Assist with day-to-day tasks for the promotions team as needed, including asset management, brochure distribution, and outreach.

Other duties as assigned.

Relationships: Creative Services, Corporate Partnerships, Hope & Grand Events by Lucques Catering, Music Center Scheduling, Production, Operations, Hollywood Bowl Food + Wine.

Reports To: Manager, Promotions & Partnerships

Requirements:

Bachelor’s degree or equivalent experience.

Minimum of two (2) years of experience coordinating events, marketing activations, or community outreach, preferably in the Greater Los Angeles area.

Experience in audience development, grassroots marketing, promotions, or partnership marketing is highly preferred.

Excellent project management, organizational, and time management skills with the ability to manage multiple projects simultaneously while meeting strict deadlines and budgetary constraints.

Detail-oriented with demonstrated ability to multitask and bring time-sensitive projects to completion.

Capable of working as a member of a team as well as independently.

Bilingual proficiency, Spanish is strongly preferred, as this role regularly engages with diverse communities and cultural organizations.

Must possess a valid California driver's license, maintain a reliable personal vehicle, and have automobile insurance. This position requires travel and the ability to transport marketing materials, promotional items, signage, displays, and other event equipment to and from various venues.

Ability to lift and transport up to 40 pounds and assist with event setup and breakdown.

Event Schedule and Coverage:

Event dates will be shared in advance. The Coordinator is expected to attend assigned events, including evenings and weekends as needed. If coverage is needed, the Coordinator must notify the Manager at least two (2) days in advance whenever possible.

An Equal Opportunity Employer

It is the Los Angeles Philharmonic Association’s policy to provide equal employment opportunity for all applicants and employees. The Association does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, national origin, age, disability, marital status, gender identity, gender expression, veteran status or any other basis prohibited under federal, state or local law. The Association also provides reasonable accommodation for qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA).