Senior Coordinator, Special Events

Los Angeles Philharmonic•Los Angeles, CA

About The Position

The Senior Coordinator, Special Events is an integral member of the Los Angeles Philharmonic Association’s Philanthropy team, supporting a dynamic calendar of more than 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 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 event logistics, guest and donor information, communications, vendor coordination, and administrative processes. The role 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 position requires exceptional organization, attention to detail, resourcefulness, collaboration, and initiative to manage assigned projects and recurring processes independently. The Senior Coordinator helps maintain accurate information, anticipate logistical needs, preserve institutional knowledge, and provide a seamless, welcoming experience for donors and guests.

Requirements

Minimum of 2–4 years of experience in special events, hospitality, fundraising, arts administration, project coordination, or a related field.
Demonstrated experience coordinating events, projects, or complex administrative workflows in a fast-paced, deadline-driven environment.
Exceptional organizational skills and attention to detail, with 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.
Familiarity with project management platforms such as Monday.com, Smartsheet, or similar tools.
Ability to exercise sound judgment, anticipate logistical challenges, troubleshoot effectively, and escalate issues appropriately.
Initiative and ability to independently manage assigned events and projects while working collaboratively as part of a team.
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.

Nice To Haves

Nonprofit arts or performing arts experience.
Experience with Tessitura, Raiser’s Edge, or similar donor databases.
Experience with guest-list management, invitations, seating, ticketing, event budgets, invoice processing, and vendor coordination.
Bachelor’s degree in arts administration, nonprofit management, communications, or a related field; equivalent professional experience will be considered.

Responsibilities

Coordinate logistics for donor, cultivation, stewardship, and engagement events across the department’s annual calendar of more than 80 events.
Independently plan and execute an assigned portfolio of smaller donor, cultivation, stewardship, and engagement events, with 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.
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, communicating details, deadlines, and deliverables.
Provide hands-on support during installation, guest arrival, event execution, and breakdown; troubleshoot logistical issues and escalate complex matters as appropriate.
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 as needed.
Document special accommodations, dietary requirements, and other guest needs accurately and communicate them to relevant teams.
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.
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.
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 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.
Work evenings, weekends, and holidays as required; travel locally among LA Phil venues and off-site locations; and stand or walk for extended periods during events.
Maintain regular and reliable attendance.