Description

Are you passionate about the arts and live events? We’re seeking an Assistant Director of Scheduling to play a key role in managing and overseeing the administrative functions of our dynamic Scheduling & Events department. In this strategic leadership role, you will collaborate with the Director to refine workflows, improve internal and external communication, and implement systems that ensure efficiency and transparency. Your work will align with industry standards, all while supporting the diverse needs of various campus stakeholders in a fast-paced environment.

As Assistant Director of Scheduling, you’ll take charge of managing the campus’s Master Calendar, ensuring all events, from performances to private events, are accurately scheduled and organized. You will oversee all space usage approvals and disapprovals and develop systems to streamline communication, maximizing space usage and facilitating smooth event execution. Additionally, you’ll guide the department’s transition to a fully integrated scheduling system, advancing our software’s capabilities for event management and space usage requests.

Compensation and Benefits

• Salary Range: \(95,000 to \)110,000/year
• Medical, dental, and vision plans
• Life insurance and flexible spending accounts
• Vacation and sick leave accrual
• 401(k) with employer match
• Work Schedule: Full-time, with a typical 35-hour work week (9 am – 5 pm, Monday to Friday). Some flexibility is required for special events and activities, with some remote work options.

Why you should apply for this position today

This role offers a unique opportunity to make a significant impact within a vibrant arts community. You will collaborate with a dedicated team, influence scheduling processes, and help create exceptional experiences for various events on campus.

Skills

• Strong knowledge of venue operations, ticketing systems, and front-of-house functions
• Familiarity with VenueOps or Momentus Elite software is highly desirable
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong communication, organizational, and leadership skills
• Ability to thrive in a fast-paced, dynamic environment

Responsibilities

• Maintain precise calendars for multiple venues, tracking space use requests and updating schedules in real-time.
• Manage the performance and production schedules for major venue stages, including renowned performance spaces.
• Oversee bookings for short-term lease events, ensuring all contracts, financials, ticketing, and event details are handled smoothly.
• Coordinate internal and external space usage requests across the campus for events, meetings, rehearsals, film shoots, and more.
• Oversee departmental systems and tools, ensuring the smooth execution of scheduling processes.
• Write and maintain reference materials such as booking guidelines, venue capacities, rental rate sheets, and more.
• Collaborate with the Marketing & Communications team to develop external-facing event materials.
• Develop pricing packages and workflows that enhance event booking and accelerate final billing.
• Supervise a team of scheduling administrators, ensuring they have the support and guidance needed to succeed.
• Collaborate closely with the Assistant Director of Events to streamline workflows and ensure event details are handled effectively.
• Provide data analysis and contribute to fiscal year forecasts and reports.
• Serve as a project manager for system implementations, guiding new features and user training.
• Represent the Director in meetings, walk-throughs, and other functions as required.
• Participate in the department’s “on-call” rotation to handle time-sensitive matters outside regular office hours.
• Lead weekly scheduling meetings and ensure all follow-up items are tracked and addressed.

Qualifications

• Bachelor’s degree or equivalent experience
• At least 7 years of experience in venue and event management, ideally at large or multi-use venues
• Experience working in a unionized environment is a plus
• A passion for the arts and live events, with a focus on delivering exceptional guest experiences

Education Requirements

• Bachelor’s degree or equivalent experience

Education Requirements Credential Category

• Bachelor’s degree

Experience Requirements

• At least 7 years of experience in venue and event management, ideally at large or multi-use venues

Why work in Los Angeles, CA

Los Angeles is a vibrant city known for its cultural diversity, entertainment industry, and year-round pleasant weather. Living in LA provides access to world-class arts and live events, making it an ideal backdrop for someone passionate about the arts. The city also offers numerous professional networking opportunities, making it a great place for career growth and development.