Programming and Venue Operations Executive Assistant

Los Angeles Philharmonic Association•Los Angeles, CA

14d•$25 - $30•Onsite

About The Position

The Programming and Venue Operations Executive Assistant is responsible for providing a broad range of administrative support to the following leadership positions: President, Hollywood Bowl/Chief Programming Officer Vice President, Programming and Creative Partnerships Vice President, Venue Operations This position will require weekday/weekend and some evenings, particularly during the Hollywood Bowl and Ford Seasons. This role will be primarily in-person work at the Hollywood Bowl, Ford and Walt Disney Concert Hall, with some occasional remote work possible.

Requirements

1 – 2 years experience as assistant
Must be available to work weekends and nights
Highly organized, detail oriented, ability to establish priorities, and flexibility to respond to changing requirements
Excellent verbal and written communication skills
Ability to build and maintain strong relationships
Extensive computer skills including Microsoft Office suite
Must be a self-starter with the ability to work with teams in a fast-paced, goal-oriented environment.
Ability to maintain confidentiality, exercise good judgment, and maintain accurate follow-up
Dedication and commitment to engage in and promote diversity, equity, and inclusion

Nice To Haves

College degree desired or equivalent experience

Responsibilities

Manage calendars, coordinate internal and external meetings, and oversee all arrangements for meetings.
Facilitate written and verbal, internal and external communications
Manage the expense report process, manage department credit card reports and receipts.
Coordinate business travel and hotel arrangements.
Answer occasional calls, take messages and route calls.
Facilitate guest and visitor needs (directions, parking validation, concert tickets, etc) with Security and Reception.
Perform general office duties including but not limited to: filing, photocopying, maintaining files and records
Manage artist entertainment and post-concert event schedule including booking reservations, setting menus and catering orders
Assist with invoice processing, coding, filing
Provide support for data collation/analysis/reporting
Prepare materials and PowerPoint slides for internal and external meetings, events and presentations
Prepare conference rooms, coordinate AV set-up, and order refreshments for meetings as needed
Attend assigned meetings to take notes and track necessary follow-ups.
Draft offers and deal memos as assigned
Assist Programming and Venue Teams with occasional guest artist and backstage support.
Other duties and projects as assigned