Employment Opportunities

Special Events & Production Manager

Job Title: Special Events & Production Manager
Reports To: Chief Executive Officer (CEO)
Location: Arcadia, CA

Status: Full-Time / Exempt

Salary Range: $75,000-$80,000

Start Date: TBD

Position Summary

The LA County Arboretum and Botanic Garden seeks an enthusiastic Special Events & Production Manager who is a dynamic, experienced, and creative special events professional to plan, develop, and execute all aspects of a diverse portfolio of events at the Arboretum, including coordination of film productions, private rentals, weddings, and large in-house programs to support revenue driven goals.

This position will report to the CEO and serve as a strategic partner to the current LA County Special Events Coordinator. They will be responsible for improving the production and events planning, oversee logistics, vendor relations, budgeting, and on-site production to deliver exceptional experiences for guests and stakeholders.

This role requires exceptional communication and organizational skills, poise under pressure, and the ability to make informed decisions in fast-paced environments. The Special Events & Production Manager partners closely with internal stakeholders and county partners, oversees vendors, and manages logistical setup and breakdown schedules to ensure seamless operations.  This role will ensure that all new events align with the organization’s mission to educate, inspire, and engage the community through nature, art, science, and culture, and protect our living collections.

Key Responsibilities

Event Planning & Execution

• Co-Leads with the LA County Special Events Coordinator to develop a centralized system to the planning, coordination, and implementation of events and programs related to film shoots, weddings, private rentals, and large internal events.
• Develop, plan, and execute a diverse range of events including seasonal festivals, film productions, donor receptions, private rentals and large internal or partnership events.
• Collaborate with internal departments (education, horticulture, membership, development, and marketing) to support mission-driven programming.
• Establish and maintain centralized event systems and procedures to ensure consistency, efficiency, and scalability.
• Monitor event timelines, logistics, and staff coverage; ensure proper setup and breakdown scheduling.

Leadership & Partnership

• Work in close partnership with LA County Special Events Coordinator, supporting succession planning for long-term operational continuity.
• Act as an independent decision-maker while proactively communicating with leadership and stakeholders.
• Model professional, calm, and assertive communication with clients, partners, and staff.

Operational & Administrative

• Develop and manage event budgets event revenue, expenses, and profitability; contribute to financial goals, forecasting and ensure cost-effective solutions.
• Maintain event calendars, contracts, and associated documentation.
• Collaborate with county stakeholders and ensure compliance with relevant permits, insurance requirements and internal policies.

• Experience with contracts and negotiation, and handling payment for rental agreements.

• Coordinate with internal teams to align event needs with organizational priorities and visitor operations.

• Oversee risk management and emergency preparedness for events.
• Prepare post-event reports including attendance, revenue, and feedback analysis.

Event Staff Management

• Foster a positive, professional, and inclusive team environment.
• Recruit, train, schedule, and supervise event staff, volunteers, and interns.
• Assign roles and responsibilities to staff for each event, ensuring clarity and accountability.
• Conduct pre-event briefings and post-event debriefs to ensure continuous improvement.
• Monitor staff performance and provide feedback and coaching as needed.

Client & Vendor Management

• Serve as a primary point of contact for clients and event partners, delivering a calm, professional, and solutions-focused experience.
• Oversee vendor logistics, including production teams, catering, rental companies, and other contracted partners.
• Represent the Arboretum on-site during events to support client needs and resolve issues swiftly.

Qualifications

• Minimum 5 years of experience in event or production management, hospitality, venue management, or related field.
• Proven experience managing weddings, film production logistics, or large-scale public events.
• Strong vendor management and contract oversight experience.
• Demonstrated ability to remain composed under pressure and handle multiple events simultaneously.
• Excellent organizational skills and attention to detail.
• Strong communication style: calm, client-focused, and assertive when needed.
• Solutions-oriented, proactive decision-maker.
• High level of emotional intelligence, adaptability, and a proactive problem-solving mindset.
• Ability to adapt to a fast-paced, dynamic environment.

Preferred Skills:

• Experience working in a museum, botanical garden, arboretum, or similarly mission driven institution.
• Experience working with government or public agency partners.
• Familiarity with sustainable event practices.
• Bilingual or multilingual abilities are a plus.
• Passion for nature, gardens, arts, or public spaces a plus.

Please email a cover letter and resume to Ellie Billingsley at Ellie.Billingsley@arboretum.org with the subject line “Special Events Manager”. Please, no phone calls, faxes, or in-person inquiries. Our HR department will reach out to candidates to initiate the interview process.

Membership Associate

Position Type: Part-time – Hourly, Non-exempt
Location: Onsite
Work Schedule:
Friday, Saturday, Sunday– General hours of operation are 9:30 a.m. to 3:30p.m.; the position requires 18-24 hours per week, scheduled over three days. Availability is required on select holidays. The schedule may vary based on the needs of the Foundation.
Pay Range: $17/hour

Position Summary:
The Los Angeles Arboretum Foundation is seeking a temporary Membership Associate with a strong background in customer service and membership support. This position plays a key role in welcoming members and prospective members to the garden and processing membership-related requests.
The Membership Associate will primarily focus on front-facing customer service and provide administrative support, including assembling member packets, restocking materials for events, and assisting with database maintenance. Occasional support for special membership events may be required.

Essential Duties and Responsibilities:
• Provide courteous and effective customer service in-person and over the phone.
• Sell and renew memberships, upsell to visitors, and promote membership upgrades to meet department sales goals.
• Maintain and update membership records in the database.
• Respond to member inquiries in a timely and professional manner.
• Communicate effectively and professionally with members of the public, co-workers, and supervisors.
• Assist the Membership Manager with various administrative and operational tasks.
• Support membership-related events and assist with preparation and logistics.
• Perform other related duties as assigned.

Qualifications:

Required Skills and Abilities:
• Excellent customer service and interpersonal skills.
• Strong attention to detail.
• Effective verbal and written communication skills.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, shared calendars, etc.).
• Fluent in English (written and verbal); bilingual skills (especially in Spanish or Chinese) are a plus.

Education and Experience:
• High school diploma or GED required.
• Prior experience in customer service or membership role.
• Experience with membership databases; familiarity with Altru is highly preferred.
• Experience in a nonprofit, arboretum, or museum setting is a plus.

Work Environment and Physical Requirements:
• Work is primarily performed indoors in a professional office setting.
• Must be able to communicate clearly in written and spoken English.
• Frequent use of computers and other standard office equipment.
• Ability to sit for extended periods and perform repetitive tasks such as typing.
• Must be able to lift, push, and pull up to 25 pounds as needed.

How to Apply:
To apply, please email a cover letter and resume to Ivonne.Escobedo@arboretum.org

No phone calls or faxes, please. Qualified candidates will be contacted by our HR department to begin the interview process.

Executive Assistant to the CEO

Position Type: Full-Time / Exempt
Location: Arcadia, CA
Salary Range: $70,000-$80,000

Position Summary:

The Executive Assistant & Special Projects Manager serves as a key partner to the CEO, providing high-level administrative and operational support to ensure efficient management of the CEO’s office and organizational priorities. This role requires exceptional organizational, communication, and interpersonal skills, as well as the ability to manage sensitive information with discretion. The Executive Assistant acts as a trusted liaison between the CEO, internal teams, Board members, and external stakeholders, enabling the CEO to focus on strategic leadership. This role will also involve managing special projects to support organizational initiatives.

Key Responsibilities:

Executive Support

• Manage the CEO’s complex calendar, including meetings, travel, and events, ensuring priorities are aligned and time is optimized.
• Screen and prioritize communications, draft and prepare correspondence, and maintain efficient email and document management systems.
• Prepare briefing materials, presentations, reports, and talking points for meetings, events, and external engagements.
• Anticipate the CEO’s needs and ensure timely follow-up on commitments and action items.
• Serve as a professional and diplomatic point of contact for internal and external stakeholders.

Board & Governance Support

• Assist with scheduling, logistics, and preparation for Board of Directors and committee meetings, including agendas, materials, and minutes.
• Partner with leadership to ensure Board materials are timely, accurate, and aligned with governance best practices.
• Track key Board actions, deadlines, and governance milestones.
• Coordinate Board orientations, education sessions, and engagement opportunities as needed.

Special Projects & Event Support

• Support CEO-directed initiatives and special projects on an as-needed basis, including research, coordination, and follow-up.
• Assist with planning and execution of high-profile meetings, events, and partnerships.
• Collaborate with internal teams to ensure timely completion of assigned projects and organizational priorities.

Operations & Administration

• Manage expense reports, reimbursements, and budget tracking for the Executive Office.
• Maintain organizational systems for calendars, projects, deadline management, and document management.
• Support cross-functional communication and collaboration within the organization.

Qualifications:

• Bachelor’s degree preferred; equivalent experience considered.
• 5+ years of experience providing executive-level support to senior leaders, preferably in a nonprofit, higher education, cultural, or public sector environment.
• Strong organizational and time management skills, with the proven ability to prioritize and manage multiple tasks simultaneously with discretion and sound judgment.
• Exceptional written, verbal, and visual communication skills
• Strong proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Monday.com).
• Experience supporting Boards or governance structures strongly preferred.
• High level of discretion and confidentiality, emotional intelligence, adaptability, and a proactive problem-solving mindset.
• Ability to adapt to a fast-paced, dynamic environment with multiple stakeholders

Desired Attributes:

• Strong relationship-building skills and ability to work collaboratively at all levels.
• Proactive communicator and problem solver with attention to detail.
• Strategic thinker who can anticipate needs and act independently with attention to detail.
• Comfortable navigating ambiguity and shifting priorities.
• Committed to equity, diversity, and inclusion principles.

The Los Angeles Arboretum Foundation is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

We encourage individuals of all backgrounds to apply and are dedicated to providing reasonable accommodations to applicants with disabilities in accordance with the California Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA).

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance