{"id":3027766,"url":"https://alion.io/job/la-phil-senior-coordinator-special-events","title":"Senior Coordinator, Special Events","company":{"id":1758007,"name":"LA Phil","domain":"laphil.com","url":"https://alion.io/company/laphil","size_band":"1-10","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Dayforce","truth_index":{"grade":"B","score":75,"open_postings":6,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-30T05:48:23Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Los Angeles, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":36,"max":38,"currency":"USD","period":"hour","gross":null,"usd_annual":76000},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Monday.com","optional":false},{"name":"Smartsheet","optional":false}],"status":"live","first_seen_at":"2026-10-21T07:00:00Z","employer_posted_date":"2026-10-21","last_verified_at":"2026-10-30T15:37:33Z","board_verified":true,"closed_at":null,"days_open":9,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":9},"description":"Position: Senior Coordinator, Special Events\nDepartment: PhilanthropyFLSA Status: Non-Exempt, Full-Time\nSalary: $36.00 - $38.00 per hour \n\nPosition Summary:\nThe 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.\n\nWorking 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.\n\nThe 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.\n\nEssential Responsibilities\n\nEvent Coordination and Production:\nCoordinate logistics for donor, cultivation, stewardship, and engagement events within the department’s annual calendar of 80+ events.\nIndependently plan and execute an assigned portfolio of smaller donor, cultivation, stewardship, and engagement events, with overall oversight and guidance from the Manager, Special Events.\nSupport planning and execution for Opening Night at the Hollywood Bowl and the Gala at Walt Disney Concert Hall, working closely with event leadership.\nMaintain event calendars, project timelines, task lists, production schedules, run-of-show documents, staffing plans, and other planning materials.\nCoordinate venue logistics, catering, rentals, transportation, signage, audiovisual needs, supplies, volunteers, and event-day requirements.\nSchedule planning meetings, prepare agendas and meeting materials, document decisions, and track follow-up items.\nCoordinate vendor logistics and internal service requests, ensuring details, deadlines, and deliverables are clearly communicated.\nProvide hands-on support during installation, guest arrival, event execution, and breakdown, troubleshooting logistical issues and escalating complex matters as appropriate.\n\n Guest, Donor, Seating, and Ticketing Management:\nCoordinate invitations, mailing lists, guest lists, RSVPs, seating arrangements, ticketing, check-in materials, and event-related communications.\nMaintain accurate and timely event and donor information in Tessitura and other designated systems.\nCoordinate guest-list updates, seating changes, ticket reconciliation, and day-of registration processes.\nMaintain clear documentation and version control for guest lists, seating charts, event materials, and other critical records.\nRespond professionally to donor, patron, vendor, and internal inquiries, escalating sensitive or complex matters to the appropriate team member.\nSupport donor follow-up, acknowledgments, and event-related correspondence.\nCoordinate volunteer assignments, staffing information, and guest services for events as needed.\nEnsure special accommodations, dietary requirements, and other guest needs are accurately documented and communicated to relevant teams.\n\nCommunications and Event Materials:\nPrepare, proofread, and coordinate invitations, event correspondence, programs, place cards, signage, mailing labels, guest communications, and other event materials.\nCoordinate print production, approvals, distribution, and deadlines with internal teams and external vendors.\nAssist with website updates and digital event communications as needed.\nMaintain organized digital and physical archives of event materials, photographs, vendor information, and post-event documentation.\nEnsure event information is accurate, consistent, and appropriately distributed to stakeholders.\n\nBudget, Vendor, and Administrative Support:\nAssist with budget tracking, expense documentation, invoice processing, payment coordination, and financial reconciliation.\nMaintain vendor records, contracts, estimates, insurance documentation, and other event files.\nResearch vendors and assist with gathering proposals, comparing costs, and coordinating services.\nTrack deliverables and deadlines to support budget compliance and efficient event execution.\nMaintain departmental event supplies and inventory, coordinate ordering, and support storage organization.\nSupport sponsor and partner fulfillment by coordinating materials, recognition details, and related deliverables.\n\nSystems, Documentation, and Team Support:\nMaintain comprehensive event documentation in Monday.com and other designated platforms, including task details, timelines, meeting notes, file links, and process guides.\nSupport consistent use of departmental systems and workflows, including Tessitura, guest-management tools, and project management platforms.\nDevelop and maintain process documentation for recurring events and workflows to strengthen continuity and facilitate staff onboarding.\nIdentify opportunities to improve data accuracy, administrative efficiency, communication, and event planning processes.\nCoordinate closely with the Manager and Assistant Manager to track priorities, deadlines, and outstanding deliverables across assigned events.\nTake initiative in managing assigned projects and workstreams while escalating issues requiring broader judgment or approval.\nRepresent the LA Phil professionally and contribute to an inclusive, service-oriented team environment.\n\nRelationships:\nReports to: Director, Special Events\nDay-to-day event oversight and priorities: Manager, Special Events\nWorks 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.\n\nPosition Requirements:\nMinimum 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.\nDemonstrated experience coordinating events, projects, or complex administrative workflows in a fast-paced, deadline-driven environment.\nExceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining accuracy and follow-through.\nStrong written and verbal communication skills, including proofreading, correspondence, data management, and preparation of event materials.\nExcellent interpersonal and customer-service skills, with the ability to interact professionally with donors, Board members, colleagues, vendors, artists, and external partners.\nProficiency with Microsoft Office, particularly Word and Excel; experience with Tessitura, Raiser’s Edge, or similar donor databases preferred.\nFamiliarity with project management platforms such as Monday.com, Smartsheet, or similar tools.\nExperience with guest-list management, invitations, seating, ticketing, event budgets, invoice processing, and vendor coordination preferred.\nAbility to exercise sound judgment, anticipate logistical challenges, troubleshoot effectively, and escalate issues appropriately.\nDemonstrated initiative and the ability to independently manage assigned events and projects while working collaboratively as part of a team.\nBachelor’s degree in arts administration, nonprofit management, communications, or a related field preferred; equivalent professional experience will be considered.\nCommitment 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.\nAvailability 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.\nRegular and reliable attendance required.","description_format":"text","description_chars":8632,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Events & Ticketing","Festivals","Venues"],"lifecycle":[{"event":"open","at":"2026-10-21T19:34:06Z"}],"visa":[],"liveness":{"score":84,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.839,"p_room":1,"age_days":8,"expected_fill_days":27,"reasons":["conf:3","win:early"],"computed_at":"2026-10-30T05:48:23Z"},"pay":{"stated_usd_annual":76000,"is_top_pay":false},"html_url":"https://alion.io/job/la-phil-senior-coordinator-special-events","json_url":"https://alion.io/job/la-phil-senior-coordinator-special-events.json","meta":{"generated_at":"2026-10-30T16:23:06Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":4606,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-31T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1758007},"rest":"https://alion.io/mcp/rest/get_company?id=1758007"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fla-phil-senior-coordinator-special-events"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fla-phil-senior-coordinator-special-events"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fla-phil-senior-coordinator-special-events"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/la-phil-senior-coordinator-special-events\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fla-phil-senior-coordinator-special-events"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3027766}},{"tool":"search_jobs","arguments":{"company":"laphil.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3027766},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); 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