Scheduling & Events is a department within The Music Center’s Operations Division (TMC Ops) that is responsible for management of the campus Master Calendar, space usage approvals and billing, lease event booking and management, event planning support and execution, and accountability to the LA City Fire Marshal for all public assemblage events on campus.

The Event Operations Coordinator (EOC) is a key member who serves as part of the department’s core events team. The EOC assists in the planning and execution of events, coordinating events of various sizes and complexity across campus, while simultaneously organizing multiple events in various stages of completion, as assigned by the Senior Event Operations Manager. The role maintains effective communication with clients and stakeholders and arranges operational deliverables on the day of the event with a collaborative spirit. The position shares responsibility with the department for maintaining the Master Calendar, managing space usage, and tracking event estimates and actual costs.

Scope:

Working under broad direction of the Director of Scheduling and Events, the Event Operations Coordinator works collaboratively with programming teams and event planners to ensure that an event runs smoothly from inception to execution. Responsible for event planning, event logistics, and on-site event duty, the EOC provides operational oversight and troubleshooting prior to the event and on the day of the event to ensure a smooth event workflow, exceptional guest experience, and to meet fire code and safety requirements. The EOC will navigate varied events schedules that require both office administrative work and in the field event management. The EOC will liaise with internal and external stakeholders to coordinate and deliver operational support for events. The EOC will work closely and maintain exceptional communication with TMC Ops colleagues in Scheduling & Events, Building Services and Engineering, Guest Relations, Housekeeping, Production, and Security. The EOC will work closely and maintain collaborative relationships with campus stakeholders, including Resident Companies (LA Phil, LA Master Chorale, LA Opera, Center Theatre Group), TMC Arts and TMC Business Services, Parking Company of America (garage operator), Levy/Hope and Grand Events (catering), government and regulatory agencies, and third parties.

Supervisory Responsibilities:

None

Essential Duties/Responsibilities:

Responds to inquiries on a timely basis.

Reviews and processes space usage requests with accuracy on a timely basis.

Performs follow through with clients and colleagues to ensure operational needs and staffing plans are moving forward and met, and updates Department colleagues on the current status of events.

Adds event details into database system efficiently and accurately. Generates thorough Event Orders.

Attends and participates in meetings and walk-throughs with clients and stakeholders, providing accurate information and updates.

Gathers event cost estimates and tracks changes as event plans evolve.

Creates usher staffing plans and coordinates support from operations departments. Reviews diagrams and creates drawings-to-scale as needed.

Conducts physical inspections of event area prior to guest arrival to ensure compliance with fire and occupancy codes, safety, and proper set-up.

Ensures proper load in/setup and load out/breakdown of events. Conducts post-event inspections to ensure proper restoration of spaces.

Organizes and maintains event files, including drawings, operational needs, and debrief notes.

Shares duties with department for updating the campus Master Calendar, inputting schedules and performing data entry with responsiveness, timeliness, accuracy and thoroughness in adherence with Department Guidelines.

Required Skills/Abilities:

3 years progressive experience in event planning and execution of events at a multi-use facility.

Strong project management skills: attention to detail and ability to effectively prioritize. Must be able to advance multiple events simultaneously and in varying stages of completion.

Familiarity with local fire and occupancy codes and regulations or crowd management experience desired.

Must be highly dependable, punctual, and committed to working a flexible schedule. Must be a team player.

Proficient with Microsoft Office Suite or related software. Training provided for computer generated drawing software.

Knowledge of event space management system highly desired. Ability to use and communicate effectively via walkie-talkie radio.

Education and Experience:

High school diploma or equivalent.

At least 3 years related experience required.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Ability to stand or stay on feet for extended periods of time of one or more hours; must be able to work outdoors, exposed to weather conditions.

Must be able to lift up to 15 pounds at times without assistance.

Schedule:

Scheduling & Events works a hybrid schedule. The Event Operations Coordinator is required to be onsite for assigned events (including load-in through load-out days) and will share weekly onsite office coverage with the rest of the department for normal business hours (Monday-Friday, 9am-5pm). This office coverage is in addition to event assignments and typically entails a minimum of two assigned business days per week in the downtown LA office. New hires can expect to spend more time on campus during the onboarding phase in order to gain knowledge of venues and familiarity with stakeholders.

Pay Range:

$24.00/hour - $27.47/hour

This is a full-time, non-exempt hourly position. The weekly administrative schedule is 35 hours per week, approximately 9am-5pm M-F, with adjustments to accommodate special events and activities. Compensation package includes medical, dental and vision plans, sick and vacation accruals, and 401(k) savings plan with employer contribution.

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