Job Title: Special Events Manager
Location: Irvine, CA
Enrollment Type: Full-time, exempt
Department: Development
Primary Reporting to: Vice President of Development / Senior Director of Development
Salary: Commensurate with Experience
Benefits: Medical, Vision and Dental insurance, 403(b) contribution plan available.

The Philharmonic Society of Orange County (PSOC) seeks an experienced, outward facing Development
professional to join our team as Special Events Manager, who is responsible for developing and
implementing donor engagement strategies for the Philharmonic Society through special events and related
activities. The Special Events Manager will participate primarily as a member of the Philharmonic Society’s
Development team, coordinating recognition and cultivation events and activities that contribute to
achieving the goals and objectives of the department and organization. This position will have significant
direct contact with the Philharmonic Society’s diverse internal and external audiences, including staff, board,
donors, patrons, and volunteers. This position also supports the stewardship work of the organization by
communicating with donors regarding confidential gift information, annual fund-level gifts, and other
sensitive communications.

This position requires working flexible hours, including nights and weekends.

Duties & Responsibilities:

• Event and Volunteer Management
  • Oversees, plans, and executes events in collaboration with key Philharmonic Society staff, including
    but not limited to an Opening Night Dinner/Celebration, the Annual Gala, Laguna Beach Music
    Festival Prelude, Golden Baton Celebration, donor cultivation and recognition events (sponsor
    dinners, private in-home music salons, Corporate Appreciation Night, Subscriber Appreciation Night,
    pre- and post-concert dinners and receptions, intermission receptions, and open rehearsals), and
    others as scheduled.
    • Coordinate and oversee event concept, logistics, protocols, and processes to ensure
      adherence to budget guidelines, revenue goals, and project timelines.
    • Act as event lead and project manager point-person for all event aspects, including catering,
      décor, operations, staffing, and volunteer management. Liaise with staff, event chair(s) and
      committee members, sponsors, donors, vendors, volunteers, and key constituents on special
      events operations.
    • Manage underwriting tracking process for events and process fundraising event ticket
      contributions. Track and ensure accuracy of donor acknowledgment as it pertains to event
      underwriting.
    • Miscellaneous special events tasks, including preparing and distributing materials for internal
      and external meetings, attending meetings, processing check requests, invoices, and expense
      reports, creating and managing event budgets, reporting, filing, answering phones/emails,
      and other duties
    • Supervise and collaborate with an outside event planning consultant (when appropriate) to
      plan and execute select major special events. This involves:
      • Active participation and oversight of event planning process
      • Active and clear communications with event chair(s) and committee, and across
        multiple internal and external constituents
      • Management of event invitation process, mailings, and registration system
      • Oversight and follow-up of payments, pledge fulfillments, and gift acknowledgements
      • Identification and implementation of best practices for continued follow up with
        event sponsors and guests to maintain and increase continued engagement with
        attendees
  • Design and implement stewardship and board/donor engagement strategy through events during the
    year to communicate the Philharmonic Society’s impact and community work. These events and
    activities are designed to steward and cultivate donors and have strategic fundraising goals.
  • Collaborate with Philharmonic Society staff to identify opportunities for donors to engage with
    visiting artists
  • Make personal invitations to members when appropriate to deepen their engagement.
  • Arrange major gift donor visits/receptions in support of major gift stewardship as needed.

• Donor Engagement
  • Along with other key Development team members, work to implement the Philharmonic Society
    stewardship and donor recognition plan. Duties include but are not limited to: producing donor
    acknowledgement communications from key leaders/staff, generate annual reports to highlight
    impact, and support the VP of Development in relationship building.
    • Support execution and evaluation of benefits fulfillment and stewardship; collaborate with
      key staff and constituents to identify strategies to help increase visibility of donor benefits
    • Execute creative stewardship strategies designed to acknowledge, thank, and stimulate pride
      within the Philharmonic Society donor base.
    • Build and maintain the process for broad-based donor engagement to increase donor
      retention rates and help grow the number of prospective supporters.
    • Support prospect identification and moves management activities. Work with Development
      team members to identify, cultivate, solicit and steward individuals according to stewardship
      and donor recognition plan.
  • Support the creation and production of Philharmonic Society publications, correspondence, and
    other communications related to advancement efforts. Assist in content development, copy-editing
    and strategy as needed associated with the Philharmonic Society and other broad donor
    communications.
  • Work with Marketing and Communications team on design of all printed and electronic materials as
    appropriate. This includes, but is not limited to, advancement materials as well as other materials and
    collateral associated with the Philharmonic Society.
  • Represent the Philharmonic Society at community and professional functions as appropriate.
    Interface with key constituents—parents, families, friends, donors, and community members—and
    respond to inquiries in a timely manner.
  • Execute stewardship activities including, but not limited to; weekly gift acknowledgement letters,
    tailored thank-you and acknowledgment vehicles for major donors (i.e. letters from leadership and
    people impacted by their gift), stewardship gatherings, and website acknowledgements as
    appropriate.
  • Work in collaboration with Development team members to organize and implement corporate
    partnership benefits that seek to extend Philharmonic Society presence and visibility in the
    community.

• Gift Processing and Fiscal Responsibilities
  • Manage and report out on the events and stewardship budgets (income and expenses).
  • Work with the Finance Team throughout the year to ensure that the events budget is on track.
  • Throughout the year, this position is responsible for processing gift transmittal forms for any gifts
    associated with the Philharmonic Society.
  • Achieve proficiency with the Tessitura database and promote best practices.
  • Accurately maintain database records and reports for special events, including responses, seating,
    dietary restrictions, and event dates

*Other duties as assigned

Minimum Qualifications:

• Demonstrated ability to work independently and as an integral part of a team; to problem solve, take
  initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced,
  dynamic, deadline driven environment in an organized and professional manner.
• Proven project management and special event coordination experience, with an accurate and
  thorough approach to detail
• Excellent interpersonal skills; poised manner; ability to exercise discretionary judgment and
  professionally handle sensitive situations. Ability to maintain confidentiality.
• Demonstrated ability to communicate clearly, diplomatically, and effectively, and maintain a positive
  outlook while meeting multiple deadlines.
• Demonstrated proficiency with a multitude of technology platforms; Zoom, Microsoft Office Suite
  (Microsoft Word, Excel, Outlook and PowerPoint), relational databases, and web-based tools for the
  generation of correspondence, reports, spreadsheets, and forms.
• Demonstrated ability to maintain confidentiality and to handle confidential and sensitive information
  in an appropriate manner.
• Bachelor's degree (or equivalent experience) in a related field plus a minimum of three years of
  experience in events management, fundraising, development, public relations or a related field.

Desired:

• Experience in performing arts and classical music a plus but not required.
• Experience with Tessitura database system, or willingness to learn and other proprietary software.

Key Competencies:

• Effective communications: Expresses oneself clearly and empathetically in interactions with others in
  all forms of communication, i.e., verbal and written, one-on-one and group, etc.
• Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a
  member of working teams to achieve results.
• Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving
  problems while representing the mission, vision and values of the organization.
• Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity.
  Makes appropriate decisions based on relevant information and experience.
• Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty
  despite internal and external pressures. Acts consistently with organizational core values and beliefs.

Physical Requirements - The Philharmonic Society of Orange County will provide reasonable accommodation to any employee with a disability who requires accommodation to perform essential functions of his or her job. 

• Frequently perform desk-based computer tasks, use telephone, and writing by hand
• Routine sitting, walking, standing, bending, squatting, kneeling
• Occasional lifting/carrying of loads weighing up to 30 pounds

Special Requirements

• Candidates must have received or be willing to receive the COVID-19 vaccine by date of hire to be
  considered.
• This position requires working flexible hours, including nights and weekends.

How to Apply

Please submit a cover letter, resume and salary requirements to:

HR@philharmonicsociety.org

Please include in the subject line of your email:
SPECIAL EVENTS

Please submit materials in Adobe PDF or Microsoft Word format

Philharmonic Society of Orange County
Attn: Human Resources
1124 Main Street, Suite B
Irvine, CA 92614
Email: HR@philharmonicsociety.org 
Website: www.philharmonicsociety.org 

Primary Reporting to: COO/Vice President of Communications
Supervisor to: Sr. Marketing & Public Relations Manager, Marketing & Patron Relations Associate
Salary: Commensurate with experience. This is an exempt position, 40 hours/week.
Benefits: Medical, Vision and Dental insurance, 403(b) contribution plan available.
Location: Irvine, California

The Philharmonic Society of Orange County seeks a creative and strategic thought partner to join our team as Director of Marketing. This position will create and manage programs to drive and execute strategies that facilitate and elevate awareness of the Philharmonic Society of Orange County and its work in the community. The Director of Marketing will foster an environment of collaboration and ensure that brand positioning, narratives and cohesive messaging is meaningfully incorporated into all organization assets and across channels. This position will also develop and execute marketing campaigns for the season, and oversee reporting of concert ticket sales and audience development campaigns.  

The Philharmonic Society of Orange County is one of the country’s most prestigious presenting organizations, dedicated to bringing the world’s most celebrated symphony orchestras and international artists to the region. We also provide free music education programs that reach more than 100,000 students each year throughout the county and surrounding areas. Our programs include the annual Laguna Beach Music Festival, the Orange County Youth Symphony, and various concerts and educational and community engagement events. 

Qualifications:

• Minimum of a 4-year degree (master’s degree preferred) and/or 5-7 years’ experience in the marketing/communications field 
• Excellent project management skills; must be highly organized and efficient with a keen eye for detail, able to set priorities, and have the capacity to manage a variety of project-oriented tasks and deadlines
• Excellent interpersonal and organizational skills, as well as communication, both verbal and written; ability to work effectively across different teams and departments 
• Strong analytical skills, with a goal-oriented attitude 
• Creative and strategic, innovative thinker 
• Adaptability and flexibility; team player 
• Advanced knowledge of all MS Office programs (Word, Excel, Outlook, PowerPoint) 
•  

Preferred:

• Arts marketing/communications experience  
• 2+ years of supervisory experience 
• Passion for classical music/musical arts 
• Familiarity with HTML or standard website CMS interfaces  
• Familiarity with patron management software; Tessitura preferred 
• Proficiency with Adobe Creative Suite (Photoshop, InDesign, Illustrator, Spark, Premiere Pro) 
•  

Responsibilities:

Marketing

• Develop and manage a variety of activities and programs to elevate brand awareness and create cohesive, mission-driven messaging across all functions of the organization.
  • Develop annual, short- and long-term branding and marketing initiatives, strategy and plans.  
• • Create messaging to support and reinforce organization brand and voice. 
  • Coordinate and lead cross-departmental campaigns (Artistic, Education & Community Engagement, Development, Finance) to ensure successful and on-time execution of brand initiatives.  
  • Be the brand lead across all organizational functions—in strategy, promotion and creative.  
  • Provide brand review for all content and ensure it is in line with overall brand positioning and voice of the organization.  
  • Collaborate and support all departments to provide materials as needed.  
  • Oversee coordination of development, design and production of creative assets.  
  • Actively gather, analyze and present brand, competitor and relevant industry insights, trends and data.
• Work closely with the Director of Patron Services to develop and implement successful subscription and single ticket campaigns, including packaging, pricing, and forecasting.
• Develop and execute promotional campaigns for Philharmonic Society concerts and events, including special projects such as the Laguna Beach Music Festival.
  • Build and manage advertising campaigns across multiple mediums (print, direct mail, radio, digital, TV, etc.)
  • Conduct market research to identify new opportunities and seek partnerships to reach new audiences and leverage resources; outreach to interest groups
  • Create and update content to support promotional campaigns.
    • Website: assist with website maintenance, including builds of new events and packages, and continually updating content to ensure that all pages are fully functional and reflecting the latest information.
    • Social networks: supply content for Facebook, Instagram, Twitter, YouTube, etc. 
    • E-news: manage design and layout, and supply content (articles). 
    • Advertorial copywriting for radio, postcards, brochures and print ads.
    • Track and measure effectiveness of marketing programs and activities. 
  • Track and measure effectiveness of marketing programs and activities.
•  Develop and manage the marketing budget, including approval of department expenses and accurate tracking and forecasting of marketing expenses.
• Ensure all records for Marketing & Public Relations Department are up-to-date, including scheduling of meetings on calendars and maintaining binders/digital records for subscription and single ticket sales, requisition reports, invoices, press archives, etc.
• Act as secondary staff liaison for the Board of Directors’ Artistic & Marketing Committee, including reporting on ticket sales and marketing and audience development initiatives.
• Proof organizational literature, including concert support materials.
• Work at concerts and special events (some nights/weekends required), coordinating with department to prepare marketing and media/VIP check-in tables; oversee front of house preparations and act as liaison to media and VIPs.
• Oversee and guide Marketing & Public Relations Associate(s) and Marketing Intern(s). 
• Stand in for Vice President of Communications to represent department when VP is not present.

Public Relations

• Develop and oversee implementation of public relations (PR) plan for organizational activities. 
• Submit all events for timely inclusion in online calendar listings and perform follow-up checks in coordination with PR plan. 
• Write press releases, and strategize with Senior Marketing & Public Relations Manager to pitch press coverage and interviews.  
• Oversee external agencies hired to support PR activities.

Design

• Assist with creation of concert and organizational support materials (both digital and print) such as flyers, postcards, ads, program books, brochures, posters, emails, digital banners, etc. based on approved design elements to reinforce the Philharmonic Society brand and initiatives.

Physical Requirements:

• Frequently perform desk-based computer tasks, use telephone, and writing by hand 
• Routine sitting, walking, standing, bending, squatting, kneeling 
• Occasional lifting/carrying of loads weighing up to 30 pounds  

The Philharmonic Society of Orange County will provide reasonable accommodation to any employee with a disability who requires accommodation to perform essential functions of his or her job. 

Special Requirements:

• Candidates must have received or be willing to receive the COVID-19 vaccine by date of hire to be considered. 

How to Apply

Please submit a cover letter, resume and salary requirements to:

Philharmonic Society of Orange County
Attn: Human Resources
1124 Main Street, Suite B
Irvine, CA 92614
Email: HR@philharmonicsociety.org 

Primary Reporting to: COO/Vice President of Communications
Supervisor to: N/A
Salary: TBD. This is a non-exempt position, 40 hours/week.
Benefits: Medical and Dental insurance, 403(b) contribution plan available.

Qualifications:

• Minimum of a bachelor’s degree is required, major in marketing/communications a plus
• Excellent interpersonal and organizational skills, as well as communication, both verbal and written
• Strong analytical skills with a goal-oriented attitude
• Ability to set priorities, take initiative to implement projects and seek solutions, and manage multiple deadlines
• Creative and strategic, innovative thinking
• Adaptability and flexibility; team player
• Advanced knowledge of all MS Office programs (Word, Excel, Outlook, PowerPoint)

Preferred:

• Passion for classical music/musical arts
• Familiarity with HTML or standard CMS interfaces
• Familiarity with patron management software; Tessitura preferred
• Proficiency with Adobe Creative Suite (Photoshop, InDesign, Illustrator, Spark, Premiere Pro)

Responsibilities:

Marketing

• Manage and execute promotional and grassroots campaigns for Philharmonic Society concerts and events.
  
  • Build and manage advertising campaigns across multiple mediums (print, direct mail, radio, digital, TV, etc.)
  • Conduct market research to identify new opportunities and seek partnerships that would reach new audiences and leverage resources; outreach to interest groups
  • Assist in developing and implementing successful subscription and single ticket campaigns.
  • Create and update content to support promotional campaigns.
    
    • Website: assist with website maintenance, including builds of new events and packages, and continually updating content to ensure that all pages are fully functional and reflecting the latest information.
    • Social networks: reach out to groups and supply content for Facebook, Instagram, Twitter, YouTube, etc.
    • E-news: supply content (articles); coordinate e-news trades with interest groups
    • Advertorial copywriting for radio, postcards, brochures and print ads.
• Ensure that all records and archives for Marketing & Public Relations Department are up-to-date
• Act as staff liaison for the Board of Directors’ Artistic & Marketing Committee, including sending meeting reminders, preparing meeting agendas/packets, and taking minutes.
• Proof concert support materials and organizational literature.
• Work at concerts and special events (some nights/weekends required).
  • Preparing marketing and media/VIP check-in table and overseeing front of house needs.

Public Relations

• Submit all events for timely inclusion in online calendar listings and perform follow-up checks in coordination with PR plan.
• Secure media coverage by writing press releases, pitching press coverage and interviews.
• On concert/event days: assembling press kits, receiving press and VIPs at media table, escorting media in/around venue, and providing encore(s)/additional program information to press following event.

Design

• Assist with creation of concert and organizational support materials (both digital and print) such as flyers, postcards, ads, program books, brochures, posters, emails, digital banners, etc. based on approved design elements to reinforce the Philharmonic Society brand and initiatives.

How to Apply:

Please submit a cover letter, resume and salary requirements to:

Philharmonic Society of Orange County
Attn: Human Resources
1124 Main Street, Suite B
Irvine, CA 92614
Email: HR@philharmonicsociety.org 

The Education and Community Engagement Department offers a valuable opportunity for students enrolled in a college or university at the undergraduate or graduate level or a recent graduate to enhance their academic experience with a non-paid, hands-on internship. Interns provide administrative assistance to support the coordination of music programs and concerts for students in elementary through high school held in schools and at various venues in Orange County including Segerstrom Center for the Arts as well as for adults. The intern will be exposed to the many facets of the administrative office responsible for the operation of the Education department and the concerts of the Philharmonic Society of Orange County. Interns will learn how a non-profit arts organization operates as well as the logistics involved with producing, implementing, and evaluating music education programs that closely align to the California Department of Education curriculum standards. Programs include but are not limited to Music Mobile (3rd grade), California Journeys (4th grade), Concerts for 2nd, 5th, and 6th graders, the High School Orchestra Festival, Musicians on Campus, and the Orange County Youth Symphony, and typically serve 160,000 students annually. The Education Intern reports to the Vice President of Education and Community Engagement and works closely with the Director of Volunteer and Education Services and various Philharmonic Society staff and volunteers.

Internships are unpaid and require a minimum of 12-15 hours a week (scheduling is flexible) during regular office hours, Monday – Friday, 9 am – 5 pm, or off-site at schools and various venues throughout Orange County. Weekends and/or evenings may apply depending on programming and scheduling. The Philharmonic Society of Orange County does not provide housing, transportation, or relocation costs. Business attire in the office and at concert and school settings.

Essential functions include, but are not limited to:

• Assist with the implementation of on-site concerts and programs, checking in and/or guiding students from buses to the concert hall and related administrative tasks to support the successful operation of a program
• Preparation of directions and instructions for transportation to venues and tabulations of attendance at programs to assist with seating
• Assist with research and preparation of Teacher Resource Guides and related educator materials for concerts and programs
• Assisting with the reservations, confirmations, and communications to schools for program and concert reservations and day of event logistics
• Updating and drafting information on music education programs for promotional purposes and web site updates
• Summarize and organize applications and program information for the annual High School Orchestra Festival
• E-mail communication to educators and administrators about upcoming programs
• Respond to inquiries about education programs
• Data entry to update schools, artists, and venue contact information
• Other projects as assigned

Qualifications:

Interns must demonstrate initiative, creativity, and a willingness to learn the operations of Education and community engagement in a non-profit setting, have strong computer skills with an emphasis on using Microsoft Office, Google Docs, Survey Monkey and others, strong written and oral skills, organization skills, and the ability to perform multiple tasks with attention to detail. They must maintain a professional attitude and be able to interface successfully with a variety of personalities. Strong customer service ability and flexibility required. Music performance and/or music education major or minor at a local college or university is preferred. Interest in classical music, teaching at the K-12 level a plus. A background check will be conducted on interns who will be working with students/children at schools or in various venues across Orange County.

How to Apply

Candidates should send their resume and cover letter with an additional list of 2 references to education@philharmonicsociety.org. A minimum of 3 months is requested to complete an internship. Internships are scheduling on a rolling basis. It is requested that Intern applications are sent in at least 2 months prior to the tentative start date. Please include the following information in your materials: Name of College/University, Address, Major/Department, Name of Faculty Sponsor/Advisor, e-mail or phone contact for Faculty member/Advisor, Credits to be awarded, Number of hours to be completed, and the term, semester or quarter timeframe for the Internship.

We look forward to hearing from you and to providing you with a dynamic experience that will benefit your career potential and professional development in music and arts education.

The Marketing & Public Relations Intern will assist with the development and writing of press releases, media pitching, event work, research, and assist with general preparation for the concert season. Intern will have an opportunity to develop and execute at least one special promotion/event. Must have interest in marketing, public relations and music. Will perform some clerical and administrative duties as needed.

Time Commitment:

Flexible; minimum 12 hours per week preferred

Qualifications:

• College curriculum in Marketing, Communications, Public Relations, or relevant field preferred
• Strong writing skills (will be asked to submit writing samples)
• Familiarity with social media platforms (Facebook, Instagram, Youtube, etc.)
• Ability to work both independently and on a team
• Proficiency in Microsoft Office applications (Word, Excel, Powerpoint and Outlook)
• Working knowledge of Photoshop and/or InDesign preferred but not required

This is an unpaid internship.

Please mail, fax, or email your resume to:

Philharmonic Society of Orange County
RE: Marketing & Public Relations Internship
1124 Main Street, Suite B
Irvine, CA 92614

Fax: 949.553.2421

Email: contactus@philharmonicsociety.org