Coordinator, Events

Museum Associates•Los Angeles, CA

2d•Onsite

About The Position

Reporting to the Senior Director of Events, the Events Coordinator is responsible for supporting this position in the planning, organization, and execution of Development Department projects across Fundraising Groups, Facility Rentals, Galas, and various events.

Requirements

Bachelor’s degree in Communications, Marketing, Public Relations, Project Management, Art History, or related field.
Minimum 1 year of experience in event planning, hospitality, nonprofit or cultural institution, project management or a similar role.
Proficient in Microsoft Office and Google Workspace (Docs, Slides, Sheets, Forms).
Excellent organizational and communication skills, with a solution-oriented mindset, creativity, and a demonstrated ability to take initiative.
Ability to work evenings, weekends, and occasional holidays for scheduled events.
Ability to lift up to 25 pounds and assist with event setup when needed.

Responsibilities

Assists Event Leadership with administrative needs, including note-taking, vendor payments, contract management, scheduling, expense reconciliation, invoice processing, and budget tracking.
Manages event documentation (e.g., photography assets, run of show, post-event files) in shared drives, ensuring they are updated and easily accessible.
Maintains team inventory of event supplies, signage, and materials.
Coordinates event dates across departments to align with LACMA’s master calendar and avoid scheduling conflicts.
Performs special projects and additional duties as needed to support departmental objectives.
Supports museum events and galas under the guidance of senior team members, including coordination of schedules, logistics, day of execution and vendors. Coordinates small scale events under manager supervision, as needed.
Maintains key documents (run of show, budgets, event flows) for manager review and team distribution.
Assists with on-site venue preparation, setup/break-down, and coordinates with internal departments (Facilities, AV, IT, Security, Valet) to secure resources.
Maintains internal work orders and vendor relationships (e.g. rentals, catering).
Provides hands-on support during events (e.g., check-in, wayfinding, troubleshooting) to guarantee smooth operations.
Compiles guest lists, deploys invitations, and tracks RSVPs, ensuring a seamless guest experience.
Coordinates invitation development, production, and distribution (print and digital), meeting all deadlines.
Maintains proficiency in digital invitation tools (e.g., Paperless Post, Wordfly) and serves as a liaison for guests, donors, and institutional partners.
Creates and executes a guest communication plan that is tailored to each event.
Performs other duties or special projects as assigned.