Senior Coordinator, Special Events

Position:        Senior Coordinator, Special Events

Department:  PhilanthropyFLSA Status: Non-Exempt, Full-Time

Salary:            $36.00 - $38.00 per hour                   

Position Summary:

The Senior Coordinator, Special Events is an integral member of the Los Angeles Philharmonic Association’s Philanthropy team, supporting a dynamic calendar of 80+ annual donor cultivation, stewardship, engagement, and fundraising events across the LA Phil’s four venues—Walt Disney Concert Hall, the Hollywood Bowl, The Ford, and Beckmen YOLA Center—as well as off-site locations. Events include Board meetings, Artist Salons, invited rehearsals, and other special programs, along with the LA Phil’s two signature fundraising events: Opening Night at the Hollywood Bowl and the Gala at Walt Disney Concert Hall.

Working closely with the Director, Manager, and Assistant Manager, Special Events, the Senior Coordinator manages the detailed logistics, guest and donor information, communications, vendor coordination, and administrative processes essential to successful event planning and execution. The role also independently coordinates a limited portfolio of smaller donor and engagement events, with planning priorities and overall event oversight provided by the Manager, Special Events.

The ideal candidate is exceptionally organized, detail-oriented, resourceful, and collaborative, with the initiative to manage assigned projects and recurring processes independently. The Senior Coordinator plays a critical role in maintaining accurate information, anticipating logistical needs, preserving institutional knowledge, and delivering a seamless, welcoming experience for donors and guests.

Essential Responsibilities

Event Coordination and Production:

Coordinate logistics for donor, cultivation, stewardship, and engagement events within the department’s annual calendar of 80+ events.

Independently plan and execute an assigned portfolio of smaller donor, cultivation, stewardship, and engagement events, with overall oversight and guidance from the Manager, Special Events.

Support planning and execution for Opening Night at the Hollywood Bowl and the Gala at Walt Disney Concert Hall, working closely with event leadership.

Maintain event calendars, project timelines, task lists, production schedules, run-of-show documents, staffing plans, and other planning materials.

Coordinate venue logistics, catering, rentals, transportation, signage, audiovisual needs, supplies, volunteers, and event-day requirements.

Schedule planning meetings, prepare agendas and meeting materials, document decisions, and track follow-up items.

Coordinate vendor logistics and internal service requests, ensuring details, deadlines, and deliverables are clearly communicated.

Provide hands-on support during installation, guest arrival, event execution, and breakdown, troubleshooting logistical issues and escalating complex matters as appropriate.

 Guest, Donor, Seating, and Ticketing Management:

Coordinate invitations, mailing lists, guest lists, RSVPs, seating arrangements, ticketing, check-in materials, and event-related communications.

Maintain accurate and timely event and donor information in Tessitura and other designated systems.

Coordinate guest-list updates, seating changes, ticket reconciliation, and day-of registration processes.

Maintain clear documentation and version control for guest lists, seating charts, event materials, and other critical records.

Respond professionally to donor, patron, vendor, and internal inquiries, escalating sensitive or complex matters to the appropriate team member.

Support donor follow-up, acknowledgments, and event-related correspondence.

Coordinate volunteer assignments, staffing information, and guest services for events as needed.

Ensure special accommodations, dietary requirements, and other guest needs are accurately documented and communicated to relevant teams.

Communications and Event Materials:

Prepare, proofread, and coordinate invitations, event correspondence, programs, place cards, signage, mailing labels, guest communications, and other event materials.

Coordinate print production, approvals, distribution, and deadlines with internal teams and external vendors.

Assist with website updates and digital event communications as needed.

Maintain organized digital and physical archives of event materials, photographs, vendor information, and post-event documentation.

Ensure event information is accurate, consistent, and appropriately distributed to stakeholders.

Budget, Vendor, and Administrative Support:

Assist with budget tracking, expense documentation, invoice processing, payment coordination, and financial reconciliation.

Maintain vendor records, contracts, estimates, insurance documentation, and other event files.

Research vendors and assist with gathering proposals, comparing costs, and coordinating services.

Track deliverables and deadlines to support budget compliance and efficient event execution.

Maintain departmental event supplies and inventory, coordinate ordering, and support storage organization.

Support sponsor and partner fulfillment by coordinating materials, recognition details, and related deliverables.

Systems, Documentation, and Team Support:

Maintain comprehensive event documentation in Monday.com and other designated platforms, including task details, timelines, meeting notes, file links, and process guides.

Support consistent use of departmental systems and workflows, including Tessitura, guest-management tools, and project management platforms.

Develop and maintain process documentation for recurring events and workflows to strengthen continuity and facilitate staff onboarding.

Identify opportunities to improve data accuracy, administrative efficiency, communication, and event planning processes.

Coordinate closely with the Manager and Assistant Manager to track priorities, deadlines, and outstanding deliverables across assigned events.

Take initiative in managing assigned projects and workstreams while escalating issues requiring broader judgment or approval.

Represent the LA Phil professionally and contribute to an inclusive, service-oriented team environment.

Relationships:

Reports to: Director, Special Events

Day-to-day event oversight and priorities: Manager, Special Events

Works closely with: Director, Manager, and Assistant Manager, Special Events; Philanthropy leadership and staff; Board members; donors and prospects; artists and artist representatives; staff across LA Phil departments and venues; vendors; volunteers; and community partners.

Position Requirements:

Minimum of 2–4 years of experience in special events, hospitality, fundraising, arts administration, project coordination, or a related field; nonprofit arts or performing arts experience preferred.

Demonstrated experience coordinating events, projects, or complex administrative workflows in a fast-paced, deadline-driven environment.

Exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining accuracy and follow-through.

Strong written and verbal communication skills, including proofreading, correspondence, data management, and preparation of event materials.

Excellent interpersonal and customer-service skills, with the ability to interact professionally with donors, Board members, colleagues, vendors, artists, and external partners.

Proficiency with Microsoft Office, particularly Word and Excel; experience with Tessitura, Raiser’s Edge, or similar donor databases preferred.

Familiarity with project management platforms such as Monday.com, Smartsheet, or similar tools.

Experience with guest-list management, invitations, seating, ticketing, event budgets, invoice processing, and vendor coordination preferred.

Ability to exercise sound judgment, anticipate logistical challenges, troubleshoot effectively, and escalate issues appropriately.

Demonstrated initiative and the ability to independently manage assigned events and projects while working collaboratively as part of a team.

Bachelor’s degree in arts administration, nonprofit management, communications, or a related field preferred; equivalent professional experience will be considered.

Commitment to the LA Phil’s mission and to fostering an inclusive, welcoming environment for colleagues, artists, donors, volunteers, vendors, and the communities served by the Association.

Availability to work evenings, weekends, and holidays as required; ability to travel locally among LA Phil venues and off-site locations and stand or walk for extended periods during events.

Regular and reliable attendance required.