Innovation Night Project Assistant

Job Description

Job Description

DEPARTMENT: Philanthropy

REPORTS TO: Corporate Relations Manager

LOCATION: La Jolla, CA – on the scenic UC San Diego campus

CLASSIFICATION: Part-Time, Non-exempt, Seasonal

COMPENSATION : $20.00 per hour plus limited benefits including paid sick leave, complimentary tickets to Playhouse performances, and hands-on experience supporting a signature fundraising event

SCHEDULE: June-October 2026; Approximately 20-29 hours per week Monday-Friday, with increased hours in the weeks leading up to Innovation Night

APPLICATION MATERIALS: Cover Letter and Resume

ABOUT THE ROLE:

The Innovation Night Project Assistant provides administrative, logistical, and event planning support for Innovation Night, La Jolla Playhouse’s signature annual fundraising event in October. This seasonal, part-time role is ideal for someone who is highly organized, detail-oriented, and excited to gain hands-on experience in special events, philanthropy, and arts administration. Working closely with the Institutional Giving and Special Events teams, this position plays an important role in helping deliver a dynamic event that supports the Playhouse’s innovative artistic programs.

Innovation Night is San Diego’s premier networking event celebrating innovation in the arts and sciences. The evening welcomes more than 500 executives, innovators, philanthropists, and community leaders for an elegant cocktail reception featuring exceptional cuisine, an open bar, interactive exhibits from leading San Diego companies, and distinctive Without Walls (WOW)-inspired theatrical experiences. Funds raised through Innovation Night support the Playhouse’s new work development programs, immersive and site-inspired theatre, artist commissions, and residencies.

WHAT YOU’LL DO:

• Maintain project timelines, task lists, calendars, and shared planning documents to support event progress.
• Prepare and distribute meeting agendas, notes, action items, and follow-up communications.
• Create, send, and track invoices and assist with sponsorship and vendor-related documentation.
• Communicate by email and phone with sponsors, vendors, exhibitors, gallery booth staff, and other event participants.
• Track updates to event layouts, program schedules, guest lists, RSVP details, and other planning materials.
• Coordinate load-in schedules, event communications, signage requests, and selected graphic design submissions.
• Support preparation of event materials such as contact lists, briefing documents, check-in materials, and run-of-show information.
• Enter and maintain names, contact information, attendance records, and related data in Tessitura and other tracking tools.
• Provide day-of event support, including setup coordination, registration assistance, troubleshooting, and post-event follow-up as needed.

WHAT YOU BRING:

• Strong organizational skills, attention to detail, and the ability to manage multiple deadlines simultaneously.
• Excellent written and verbal communication skills.
• A collaborative, flexible, and solutions-oriented approach to work.
• Comfort working in a fast-paced environment and adapting to shifting priorities.
• Proficiency in Microsoft Office; experience with Tessitura or similar databases is a plus.
• Interest in the performing arts, nonprofit work, fundraising, event planning, or arts administration.
• Ability to handle sensitive information professionally and maintain accurate records.
• Availability to work Innovation Night on Monday, October 19, 2026, and increased hours during the 2–4 weeks prior to the event.

We welcome candidates with transferable experience in events, customer service, administrative support, hospitality, fundraising, or arts organizations. If you meet many of the qualifications but not every single one, we still encourage you to apply.

PHYSICAL DEMANDS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

• This role includes mostly seated work at a computer workstation, with occasional standing, walking, and movement between offices and event spaces.
• Frequent keyboard, screen, and phone use.
• Frequent communication with sponsors, vendors, exhibitors, guests, and staff in person, by phone, and by email.
• Occasional lifting, carrying, or moving of event materials and supplies.
• Ability to work outdoors in variable weather conditions during event setup and event day.
• Ability to remain on one’s feet for extended periods during event preparation and event execution, as needed.
• Ability to maintain focus on detail-oriented, screen-based, and administrative work for extended periods.

PERKS OF THE JOB:

• Paid sick leave.
• Complimentary tickets to Playhouse performances.
• Hands-on experience supporting one of La Jolla Playhouse’s signature fundraising events.
• Opportunity to work alongside professionals in philanthropy, special events, and arts administration.
• Be part of a collaborative, mission-driven team in a beautiful and vibrant campus setting.

If you’re excited by the idea of helping produce a dynamic fundraising event that brings together leaders in the arts, science, and business communities, we’d love to hear from you.

ABOUT LA JOLLA PLAYHOUSE:

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 Artistic Director Jessica Stone and Managing Director Debby Buchholz. The Playhouse is internationally renowned for the development of new plays and musicals, including mounting 120 world premieres, commissioning more than 70 new works, and sending 37 productions to Broadway, garnering a total of 42 Tony Awards, as well as the 1993 Tony Award for Outstanding Regional Theatre. We are 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. EOE