Nov 14, 2019

Director of Events & Special Projects, Los Angeles

  • The Music Centre
  • Los Angeles, CA, USA
Senior Management - Director Museums Libraries and Historical Sites Performing Arts

Job Description

The Director of Events & Special Projects is a highly collaborative, proactive, resourceful professional who provides expertise, guidance and oversight of signature events and projects for the Advancement department. This position works closely with the Assistant Vice President, Advancement as well as volunteer partners to plan and execute successful events that engage and steward major donors and board members.This position will manage event logistics and entertainment for: two annual Music Center fundraising events (annual gala/Soiree and The Music Center’s Spotlight Finale), President’s Circle donor events, an annual Leadership Dinner, and major gift cultivation dinners as well as select stewardship events and special projects.

The Director will report to the Assistant Vice President, Advancement and work closely with other departments, including but not limited to TMC Arts, Scheduling and Events, Security, and Guest Services; on-site and off-site vendors, including Patina Restaurant Group; and volunteer donor leadership and event committees. Close coordination with and management of event vendors and consultants is required.  While not a supervisory relationship, the Director of Events & Special Projects will work closely with the Senior Coordinator, Events & Projects on the annual gala/soiree, The Music Center’s Spotlight Finale event, and other high-end donor events and projects.


• Oversee all event logistics and entertainment for the following events: two annual Music Center fundraising galas (Spotlight Finale Dinner and Soiree), President’s Circle donor events, an annual Leadership Dinner, major gift cultivation dinners and select stewardship events

• Responsible for annual fundraising goal of $500,000 net for the Soiree, working in collaboration with fundraisers and volunteers.

• Support the Senior Director of Annual and Leadership Giving in achieving annual fundraising goal of $800,000 for the Spotlight program.

• Independently manage all event details, including but not limited to the following duties:

o Lead and plan, with advice and consent from senior leadership, the event design, program, and entertainment, including artist management.

o Engage program honorees, presenters and performers, prepare program scripts and participant remarks as needed, oversee preparation of event briefings for The Music Center leadership, and create and obtain donor awards and recognitions.

o Oversee events logistics to include booking event space, catering, audiovisual, travel arrangements, décor and event signage. 

o Manage and coordinate the on-site production and wrap up for events.

o Lead strategy in consultation with frontline fundraisers to secure donors and other sponsors to support events.

o Identify and solicit in-kind donations (i.e. wine, décor, etc.) from vendors for major events.

o Serve as a liaison with vendors on event related matters and facilitate negotiation of event contracts.

o Prepare and independently manage events budgets, track event expenditures (including monitoring of check requests, deposits, invoicing and reporting), and provide on-going financial progress reports for each event.

o Create a suite of event materials, both digital and print, including save-the date, patron letter and invitation.  

o Coordinate the event invitation process, including requesting the appropriate list data, contracting and communicating with mail houses, and overseeing small in-house mailings.

o Prepare communications related to events, including donor correspondence and internal event briefings.

o Oversee tracking of event communications and RSVPs in the database.

o Oversee event seating for patrons.

o Work closely with Marketing department to create and update event webpages, social media, e-blasts, and other materials.

o Create follow up plan for donors and volunteer leadership including phone calls, emails, acknowledgement letters, gifts, etc. Work closely with front-line fundraisers to ensure proper outreach and follow up with guests and donors after each event.

o Facilitate the creation of the printed program.

• Conduct on-going research in order to remain current on event-related trends by proactively gathering information, making site visits of other venues, and reaching out to local and national arts institutions for benchmarking.

• Maintain a library of suggested vendors and create and update event check lists.

• Propose and implement new ideas to improve the event planning and execution process. 

• Lead and execute high-quality donor trips working with external vendors and contractors, including responsibility for planning and oversight of all travel logistics, communications, meetings, events, and trip activities. 

• Other duties as assigned. 


• Bachelor's Degree or equivalent experience.

• 8 years of experience managing special events and volunteer committees.

• Ability to effectively manage multiple projects and work assignments with competing priorities. from a variety of staff and volunteers, and effectively accomplish projects within deadline.

• Excellent communication skills, including writing, presenting, and proofreading skills.

• Excellent interpersonal skills both in person and by phone, with a high degree of professionalism.

• Exceptional customer service ethic, diplomacy and tact; must be discreet with confidential information.

• Proficient using the latest versions of Microsoft Word, Excel, Outlook, PowerPoint, and Access as well as mail merges and web searches.

• Expertise working with Tessitura, Raiser's Edge, Millennium, or similar fundraising relational database system a plus.


This is a full-time exempt position; salary is commensurate with experience.


How to Apply


To be fully considered for the position, please submit a cover letter, resume, and salary expectation or fax (213) 972-8029.



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