SFFILM

The Bay Area's home for the world's finest films and filmmakers.

Careers > Guest Office Coordinator

Guest Office Coordinator

Seasonal Positions

Summary

The SFFILM Programming team is seeking an organized, enthusiastic, and welcoming candidate to support the activities of the SFFILM Guest Office for the 2025 SFFILM International Film Festival.

The Guest Office Coordinator supports all activities of the Guest Office Department, including communications and hospitality for all the guests attending the Festival (filmmakers, speakers, industry, and jury). This position would work closely with the Guest Office Manager, Filmmaker Liaisons and all Programmers, and would provide public facing and behind the scenes support. This position is ideal for someone with excellent communication skills and attention to detail seeking to enhance their experience in guest/artist relations. Film festival experience strongly preferred.

This is a full-time temporary role from March 3, 2025 to May 2 2025, paid at an hourly rate of $20 per hour. SFFILM currently supports a hybrid-remote schedule, with an average of 3 days per week working in person in the San Francisco offices at 455 Ninth St in San Francisco, as well as time onsite throughout the Bay Area supporting SFFILM events. This role has the expectation of some overtime pre-festival, with overtime expected leading up to and during days, nights and weekends of the SFFILM Festival (April 17-April 27).

Application Review will begin January 8th, 2025.

Opportunities and Outcomes

  • Acts as a liaison between Guest Office, Programming, Operations, Transportation, Development, Theater and other staff.
  • Provide administrative support to both the Guest Office and Programming Department as assigned, including but not limited to: liaising with multiple hotels, assigning and supervising accommodations to guests, maintaining master hotel grid, purchasing flights and overseeing airfare reimbursements.
  • Work with the Transportation department to ensure smooth overall communication between Guest Office and Transportation for guests.
  • Oversee poster distribution before and throughout the festival.
  • Coordinate creation and disseminating welcome packs and itineraries for all Festival Guests.
  • Work with the Guest Office Manager to ensure SFFILM Guests website is up to date and accurate.
  • Works with the Special Events Team to manage guest invitations to receptions, dinners, and other guest hospitality.
  • Work with the Guest Office Manager to coordinate excursions during the festival for filmmakers.
  • Provide administrative support for Industry Days including scheduling, welcome packet assembly, delegate guide and ad hoc administration. Industry Days is a two day in-person event providing networking and panel discussions.
  • Provide Administrative support for all Festival Coffee Talks.
  • Staff the guest services desk in the Hospitality Suite when needed during the Festival to welcome and facilitate all guests.
  • Arrange and maintain green room staffing and needs for filmmakers.
  • With guidance from Programming, select and hire all interpreters needed for the festival’s international guests.
  • Collaborate with volunteers in pre-Festival activities and during Festival screenings.
  • Support the Programming Team with AMPAS hospitality.
  • Support the Guest Office Manager to ensure a representative from Programming or Guest Office is present for screenings with guests in attendance to liaise between Guests, Programmers, Theater Operations, and other staff.
  • Support Guest Office with seat management during screenings.
  • Assist with the Guest Office wrap report and Thank you notes/gifts.

Qualifications

  • Ability to be welcoming and comfortable interacting with people from vastly different backgrounds and roles.
  • Strong organizational, communication, and time management skills.
  • Ability to work in a fast-paced environment while juggling multiple projects.
  • Creative problem-solving skills.
  • Previous Guest/Artist Relations or Film Industry experience, and/or Film Festival experience, is strongly preferred but not required.
  • Experience with FileMaker Pro, Zoom webinars, G Suite, Google Forms, Microsoft Word, and Excel is preferred.
  • Ability to quickly learn and implement new software and systems.
  • Experience hiring and managing volunteers is a plus.
  • Knowledge of Basecamp and foreign languages is a plus.

Supervision

Reports to the Guest Office Manager

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

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