Arts Event Project Assistant — Innovation Night

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.

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.

PHYSICAL DEMANDS

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.

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 #J-18808-Ljbffr Evolving Solution Services