SFFILM

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

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Special Events Coordinator

Overview

The Coordinator supports the Special Events team in project managing and executing all special events for the 2022 SFFILM Festival, including Parties & Receptions (Opening & Closing Night parties, small receptions, dinners, Golden Gate Awards), and Live Programming (Big Nights, Music + Film, awards and tribute conversation, Live & Onstage shows). This position is focused primarily, but not exclusively, on supporting the production of Live & Onstage shows, and acts as the Production Assistant for the Events department during the festival.

This is a full-time temporary role from April 4 – May 6, paid at a rate of $20 per hour. This role has the expectation of some overtime required pre-festival, with overtime hours increasing during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

  • Act as administrative support for data entry with departmental organizational tools, including showflows, production database, and basecamp projects.
  • Works with Special Events Managers to build and update showflows for shows including Opening Night, numerous Receptions, Live & Onstage Events, the Golden Gate Awards, Members Night, and others
  • Work with Special Events Assistant Manager and Production Manager to coordinate movement of equipment, furniture, green room, and other production needs during festival.
  • Prepares and manages green room needs across different venues, including working with Guest Office to ascertain talent needs.
  • Sets up and stocks Green Rooms during the Festival, tracking shifting needs and planning accordingly
  • Coordinate with Tech and Communications teams on slides and other non-film media needs for shows
  • Assist with management of Event Volunteers on-site
  • Support Special Events Managers in on-site execution of events, including load-in and out, set-up, rehearsals, and acting as a stagehand during shows
  • Acts as lead producer on and independently oversees certain events as assigned
  • Supports at parties & receptions as needed
  • Create a written wrap-report and summary of all necessary timeline info

Qualifications

  • Detail-oriented and organized, with strong skills in excel and Filemaker preferred
  • Experience in event production, live show production, or stage management
  • Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
  • Experience working within a team, collaborating with managers and communicating progress on tasks to advance larger goals
  • A self-starter with excellent decision-making and creative problem-solving skills
  • Have a great attitude, cooperative spirit, and possess great energy and efficiency.
  • Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
  • Be comfortable with the standing, heavy lifting and labor inherent in loading in and out festival sites

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

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.

Transportation Associate

Overview

The Transportation Associate assists the Transportation Managers with maintaining fluid travel for staff and guests of the festival. This role will primarily serve as a dispatch and troubleshooting agent in the Transportation HQ, while flexibly substituting as a Production Assistant to all Transportation needs and stepping in as a driver when needed.

This is a full-time temporary role from April 4 – May 6, paid at a rate of $20 per hour. This role has the expectation of some overtime pre-festival, with a high volume of overtime expected during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

  • Assist with dispatching all staff and volunteer drivers
  • Assist the Transportation Managers with managing itineraries, transporting people and equipment between venues and lodging, to/from all Bay Area airports
  • Cross reference data points across multiple systems and platforms to ensure accuracy and cohesion of systems
  • Assist with management of all flight itineraries, monitoring daily and tracking delays, escalating changes as needed
  • Assist with maintaining and keeping track of all vehicles
  • Create organizational materials and maps to help manage the fleet of cars in parking areas
  • Staff the Transportation office to greet and manage drivers, and to dispatch cars during festival
  • Update and maintain ground transportation database across various platforms
  • Help to uphold safety protocols and maintain a supply and inventory of protective equipment to be distributed to Festival drivers.
  • Serve flexibly as a Production Assistant for the transportation department, executing critical supply runs and stepping in as a Driver when necessary
  • Support the return of all rented vehicles, including organizing keys, materials, and parking passes post-Festival
  • Create a written wrap-report and summary of all necessary timeline and budget info

Qualifications

  • Demonstrate strong organizational and communication skills
  • Possess knowledge of the Bay Area
  • Excellent customer service skills
  • Ability to prioritize and remain calm under pressure
  • Be comfortable driving with passengers in the Bay Area and surrounding
  • Have a valid driver’s license and clean driving record 
  • Experience navigating events in a Covid landscape, flexibly pivoting planning and protocols according to evolving circumstances
  • Comfort with Microsoft Excel 
  • Experience with Filemaker a plus

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

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.

Transportation Assistant Manager

Overview

The Transportation team manages all parking, vehicles and drivers used in the movement of Festival guests, staff, and equipment. The Transportation Assistant Manager assists the Transportation Manager with orchestrating and maintaining fluid travel for staff and guests of the festival. The Assistant Manager helps supervise a full-time Transportation Associate, and up to two dozen contract and volunteer drivers.

This is a full-time temporary role from March 7 – May 6, paid at a rate of $22 per hour. This role has the expectation of some overtime pre-festival, with a high volume of overtime expected during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

  • Support the planning and execution of procuring festival vehicles, hiring festival drivers, and understanding festival parking needs
  • Support the training, scheduling, and management of all SFFILM staff and volunteer drivers
  • Staff the Transportation office to greet and manage drivers, and to dispatch cars during festival
  • Work in tandem with the Manager to coordinate and track all festival guests’ ground transportation needs, including airport, off-site events, screenings, interviews and VIP special needs, and last minute changes and requests 
  • Update and maintain ground transportation database, across various platforms
  • Update and maintain documentation (such as Vehicle Information Kits) and inventory
  • Coordinate with the Theater Operations team to conduct site visits at each venue
  • Work with the manager to divvy up and create and update venue parking and transportation maps for staff and guests to use as a reference
  • Execute on the Health and Safety plan created in conjunction with the Festival’s Health and Safety Coordinator, including ensuring proper protective equipment is available and a plan is in place for vaccination requirements and testing
  • Maintain and oversee the festival fleet of rented and sponsored vehicles
  • Support the management and distribution of rideshare codes, tracking as necessary
  • Assist with communicating transportation protocol to all SFFILM staff and volunteers
  • Support the return of all rented vehicles, and the payment of all vehicle, parking, and transportation associated vendors post-Festival
  • Create a written wrap-report and summary of all necessary timeline and budget info

Qualifications

  • Strong organizational and communication skills
  • Experience supervising and training staff
  • Excellent customer service skills
  • Extremely comfortable with Microsoft Excel 
  • Superior ability to prioritize and remain calm under pressure
  • Experience navigating events in a Covid landscape, flexibly pivoting planning and protocols according to evolving circumstances
  • Experience working within predetermined budgetary goals
  • Experience working as part of a team, collaborating with managers, dividing work, and communicating accomplishments and deadlines accordingly
  • Ability to quickly learn and implement new software and systems
  • A valid license and clean driving record 
  • Knowledge of the Bay Area and comfort in driving in the Bay Area a plus, though not required
  • Experience with Filemaker a plus

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

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.

Guest Office Coordinator

Overview

This position has been filled for the 2024 SFFILM Festival.

The Guest Office Coordinator supports execution of all events and activity as relates to festival guests. The Guest Office Coordinator is a full time, seasonal position that reports to the Guest Office Manager and works closely with seasonal and year-round SFFILM roles and departments, and externally with SFFILM Festival guests.

This position supports all activities of the Guest Office department, including communications with all visiting guests at the San Francisco International Film Festival (filmmakers, speakers, industry, and jury).This is an excellent opportunity for someone with experience in film festivals, guest management or customer service to support a programming and guest services team and learn more about film festivals and nonprofit arts events.

As an instrumental member of the Festival team, this role will be expected to work from our SOMA office several days per week depending on department needs. Some night and weekend availability is required, especially leading up to and during the SFFILM Festival (April 24 – 28).

The ideal start date for this position is February 26, 2024. This position is paid hourly at the rate of $20 per hour and is eligible for overtime. The end date for this role is May 2, 2024.

Responsibilities

  • Coordinate creation and dissemination of welcome packs for all Festival guests. 
  • Staff the guest services desk in the Hospitality Suite during the Festival to welcome guests and facilitate all guest needs.
  • Select and hire all interpreters needed for the Festival’s international guests.
  • Collaborate with volunteers in pre-Festival activities and during Festival screenings.
  • Act as a liaison between Guest Office, Programming, Operations, Transportation, Development, and other staff. 
  • Coordinate Industry Days communications and activities as instructed by the Guest Office Manager. Industry Days is a two day in-person event providing networking and panel discussions for 100+ filmmakers. 
  • Oversee poster distribution before and throughout the festival. 
  • Support the Guest Office Manager with festival benefit management for all guests, assisting with ticket requests and group sales. 
  • Coordinate the creation and dissemination of the Industry Delegate Guide.
  • 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 all expense reconciliation post-festival and coordinate the Guest Office wrap report.

Qualifications

  • Strong organizational and communication skills; friendly and welcoming demeanor.
  • Proficient in Microsoft Office suite and experienced in database usage (FilemakerPro preferred).
  • Ability to juggle multiple tasks at once. 
  • Creative problem-solving skills.
  • Ability to be welcoming and comfortable interacting with people with vastly different backgrounds and roles.
  • Previous Guest/Artist Relations or Film Industry experience; Film Festival experience required.
  • Knowledge of foreign languages is a plus.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

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.

Guest Office Manager

Overview

This position has been filled for the 2024 SFFILM Festival.

The Guest Office Manager is a full time, seasonal position that reports to the Director of Programming and works closely internally with multiple SFFILM roles and departments, and externally with SFFILM Festival guests.

This position will supervise the Guest Office team, which is responsible for all hospitality for visiting guests at the 2024 San Francisco International Film Festival. The individual will help hire and manage a team of individuals to execute the below duties for the spring Guest Office and will be responsible for at least two direct reports in the lead up to the festival (January – May). This is an excellent opportunity for someone with experience supporting filmmakers and managing teams and budgets, and interested in developing their skills with the preeminent Bay Area festival.

The Guest Office Manager will partner with the SFFILM Programming department, including the Transportation team, and will work with SFFILM fundraising, operations, education and artist development team members to create an exceptional guest experience during the SFFILM Festival. As a key point of contact for invited SFFILM guests, this role will be expected to work from our SOMA office several days per week depending on department needs. Some night and weekend availability is required, especially during the SFFILM Festival (April 24 – 28).

Application review begins January 4 but will be rolling after that. The ideal start date for this position is mid-January. This position is paid hourly at the rate of $25 per hour and is eligible for overtime. The end date for this role is May 9, 2024.

Responsibilities

  • Provide guest management and hospitality for high-level talent and filmmakers for the SFFILM Festival and ad hoc events in the winter.
  • Supervise all activities of the Guest Office department, including direct management, and allocation of tasks to the Guest Office Assistant Manager and Coordinator for the festival season.
  • Manage department budget, working closely with the Director of Programming (DP) to ensure hospitality expenses remain within scope.
  • With support from DP, collaborate with the Transportation department to ensure smooth overall communication between Guest Office and Transportation for the festival season.
  • Oversee departmental communications for all SFFILM guests, including personal itineraries, updating invitations and welcome letters, creating, and disseminating welcome packs, and overseeing the SFFILM Guest Office Website.
  • Oversee accommodation for all festival guests, including liaising with multiple hotels, assigning accommodations to guests, maintaining master hotel grid, and overseeing airfare reimbursements. 
  • In collaboration with the Development Department, actively contribute to management and billing with Festival Partnership Hotels. 
  • Ensure all event/festival benefits are available to filmmakers as appropriate, assisting with ticket requests and communication with producers/studios/distributors, and ensuring internal holds are efficiently managed. 
  • Manage all guest check-in staffing and workflow for guests for all SFFILM events.
  • Oversee all guest support for Talks as needed at the SFFILM Festival.
  • Revamp and publish the Guest Office Website and keep all information current in the lead up and during the festival.
  • Provide support during Industry Days to Programming and Makers. Industry Days is a two day, in-person event providing networking and panel discussions for 100+ filmmakers. 
  • Oversee Jury accommodations and execute the Jury luncheon. 
  • Create a cohesive wrap report for each position, reconcile all expenses, and close out all accounts. 
  • Work with the Programming Team to ensure Thank Yous are dispatched upon the festival’s conclusion to key constituents.

Qualifications

  • 2+ years of Guest/Artist Relations or Film Festival experience required. 
  • Excellent communication skills.
  • Demonstrated experience in budget and staff management required.
  • Ability to juggle multiple tasks and competing timelines.
  • Excellent decision-making and creative problem-solving skills.
  • Ability to be welcoming and comfortable interacting with people with vastly different backgrounds and roles.
  • Proficient in Microsoft Office suite and experienced in database usage (FilemakerPro preferred).
  • Proficient in Squarespace website creation and management.
  • Knowledge of foreign languages is a plus.
  • Bay Area based

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

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.