REPORTS TO: Special Events Manager
LOCATION: La Jolla, California on the beautiful campus of the University of California, San Diego
FLSA STATUS: This is a full-time, non-exempt (hourly) position, eligible for a full array of benefits including health insurance and 403(b) retirement plan
COMPENSATION: $16.00-$18.00 per hour (DOE)
HOW TO APPLY: Submit a cover letter and resume to email@example.com. Please include in the subject line - “Special Events Coordinator”
La Jolla Playhouse is a place where artists and audiences come together to create what’s new and next in the American theatre, from Tony Award-winning productions, to imaginative programs for young audiences, to interactive experiences outside our theatre walls. Founded in 1947 by Gregory Peck, Dorothy McGuire and Mel Ferrer, the Playhouse is currently led by Tony Award winner Christopher Ashley, the Rich Family Artistic Director of La Jolla Playhouse, and Managing Director Debby Buchholz. The Playhouse is internationally renowned for the development of new plays and musicals, including mounting 105 world premieres, commissioning 60 new works, and sending 33 productions to Broadway, garnering a total of 38 Tony Awards, as well as the 1993 Tony Award for Outstanding Regional Theatre. These works include the Broadway hits Come From Away, Diana and Memphis, all directed by Ashley; The Who’s Tommy; the Pulitzer Prize-winning I Am My Own Wife; and Jersey Boys.
La Jolla Playhouse is committed to diversity in all areas of our work, on and off stage. We lead with our values and encourage individuals with unique perspectives to apply. La Jolla Playhouse is proud to be an Equal Opportunity Employer (EOE).
STATEMENT OF JOB
The Special Events Coordinator helps plan and execute events related to the Playhouse’s mission. Reporting directly to the Special Events Manager, this position supports planning for institutional initiatives. Additionally, this position oversees audience engagement events related to fulfillment of grants; oversees events for the Marketing and Communications department, for the Playhouse Partners, and other events as assigned by the Special Events Manager.
ESSENTIAL JOB DUTIES
- Under supervision of Special Events Manager:
- Assist in executing approximately 75 high quality institutional events annually with the goal of cultivating and building relationships between La Jolla Playhouse and its prospects, patrons and donors.
- Coordinate event logistics for events including Individual and Corporate Donor functions.
- Manage RSVP process for all Opening Nights.
- Maintain active and consistent communication between on-site Restaurant and the Playhouse schedule of special events.
- Secure charitable in-kind contributions from hospitality partners.
- Understand ABC licensing and work within necessary guidelines for each event. Pull liquor licenses as appropriate.
- Manage vendor relations, timelines, and staffing for various events.
- Assist in management of events budgeting. Track and ensure all payment deadlines are met.
- Ensure proper record keeping and invoicing of all payments owed to La Jolla Playhouse and associated vendors.
- Execute and track all sponsorship benefits within In-kind contracts.
- Oversee grant-related events per funding contracts, such as military engagement functions and pre-show events.
- Oversee Friends Night, Partner Sunset Chats, and other Communication/Marketing events.
- Develop and implement systems and procedures to increase efficiency in Special Events and Philanthropy departments.
- Represent Special Events team at meetings or other functions in case of illness, absence or conflicting meeting of Special Events Manager and report information.
- Build and maintain relationships with In-kind vendors and act as administrative contact, ensuring excellent customer service is provided at all times.
- Track In-kind and event information in Tessitura database.
- Schedule meetings and reserve event space as needed.
- Other duties as assigned by Special Events Manager or Director of Philanthropy.
REQUIREMENTS & PROFICIENCIES
- Direct event experience especially in a non-profit or arts organization preferred.
- Community Organizing or Audience Engagement experience preferred.
- A supreme multi-tasker with the capacity to work comfortably in a rapidly-changing environment on multiple, ongoing events/projects.
- Must have excellent interpersonal skills; personable and professional with excellent customer service skills.
- Ability to interact and collaborate in a courteous and productive manner with all levels of staff and volunteers, from interns to Board of Trustees to vendors.
- Ability to work as part of a team as well as independently.
- Ability to meet firm deadlines.
- Ability to assess situations and independently develop a plan of action.
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook a plus.
- Knowledge of Tessitura fundraising software or experience with other databases required.
- Regular and predictable attendance.
- Availability to work select nights and weekends for events as needed.
- Must have a valid driver’s license.
- Ability to stand for extended periods of time.
- Ability to lift and carry up to 50lbs.
- Passion for the arts – and more specifically, theatre!