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,…