Assistant, Seasonal Events - Part Time (LA Times Studios)

The Seasonal Events Assistant supports the successful planning, coordination, and execution of author programming for the Festival of Books and the L.A. Times Book Prizes. This role ensures smooth logistics for indoor panels, outdoor stages, and related programming activities by providing administrative, operational, and on-site support.

Responsibilities:

• Assist with the coordination and execution of author programming for the Festival of Books to ensure well-organized, on-schedule, and high-quality indoor panels and outdoor stage events.
• Support panel topic development and assist with recruiting authors and speakers, resulting in diverse and compelling programming.
• Maintain timely communication with authors regarding schedules, paperwork, travel, and logistics to ensure a seamless participant experience.
• Manage data entry, tracking, and follow-up for author materials to support accurate and up-to-date programming documentation.
• Conduct programming research and update internal systems (Airtable, Tixr, WordPress, FOB App) to support efficient planning and information accuracy.
• Provide support for stage programming (Poetry, Children's, Y/A) by coordinating line-ups and liaising with talent and stakeholders to ensure smooth and timely stage flow.
• Proofread author-related marketing materials (digital, print, social) to ensure clarity, accuracy, and brand consistency.
• Track book submissions, assist with programming mailings, and complete other author-related administrative tasks as needed to support thorough pre-event preparation.
• Assist in planning and administering the L.A. Times Book Prizes, including managing RSVPs, assembling finalist materials, and providing ceremony support to ensure organized and professional event execution.
• Serve as on-site support during the Festival of Books, managing the author green room, overseeing check-in processes, coordinating dispatches, and addressing author and VIP needs to ensure
• Other duties as assigned.

Requirements:

• Current students, recent graduates, or early-career professionals-especially those studying or trained in Liberal Arts, English, Creative Writing, or related fields
• 2+ years of experience in publishing, bookstores, writing, events, or a related field.
• Strong familiarity with and passion for books, authors, and the publishing industry.
• Excellent writing, editing, and proofreading skills with strong attention to detail.
• Ability to manage multiple deadlines, maintain organized records, and adapt within fast-paced, evolving event environments.
• Proficiency with productivity and project-tracking tools; experience with Airtable, Tixr, WordPress, or similar systems
• Flexibility for extended hours, including evenings and weekends as event dates approach.
• Ability to work on-site for the Festival of Books and other required event operations.

Preferred Qualifications:

• Bachelor's degree in Liberal Arts, an MFA, or current enrollment in a related program.
• Experience supporting events, festivals, or campus programming is a plus.
• Experience communicating with authors, speakers, or talent representatives.
• Familiarity with book marketing, publicity workflows, or literary event programming.