Reporting to the Director of Operations, the Events and Operations Assistant Manager is a core member of our Operations team, and leads producing, project managing, and executing parties and receptions for SFFILM’s Doc Stories program (November 3-8) as well as any Special Presentation receptions throughout our Fall season. This role will assist with operational needs for our SFFILM Awards Night (December 5), which may include supporting production needs as well as administrative tasks, and will support preparations for the 2023 SFFILM Festival.
This position is expected to provide on-site support for all of SFFILM’s Fall programs in venues across the San Francisco Bay Area, and to work in accordance with in-office requirements as determined by organization-wide and department policies.
This is a full-time, temporary role starting September and lasting through December 16. The position is full-time, 40 hours per week with an hourly rate of $22 per hour. This role will have some overtime expected with the highest concentration around Doc Stories (November 3-6) and SFFILM Awards Night (December 5.)
Covid-19 Safety: SFFILM Seasonal and temporary staff may be required to engage in public-facing roles and thus are required to provide proof of “up-to-date” vaccination for employment.
- Lead project management for all parties at receptions at SFFILM Doc Stories, including Doc Stories Brunch, Kickoff Party, and approximately 3 additional small receptions, ranging from 75 person to 200 person capacity events, and bringing these events from conception to execution within budget
- Produce small receptions associated with Special Presentation screenings as needed
- Responsible for booking venues, entertainment, catering, bar service, etc, including surrounding logistics i.e. securing permits, executing contracts, and issuing COIs
- Manage rentals, purchases, or requests of necessary furniture, equipment, and décor, and the respective vendor relationships
- Design events to create the look & feel, and choose décor in alignment with SFFILM creative
- Work with the Development and Communications department to support invitation process for events, including providing copy, oversight of capacity, and pulling RSVP lists
- Manage cross-departmental needs, working closely with Development, Programming, and other teams to balance the talent, sponsor, donor, and audience priorities for each event
- Support the Director of Operations with any Awards Night planning, staffing, or onsite management as necessary
- Schedule and manage all Special Events volunteers
- Coordinate with the Development Department on all food & beverage in-kind donations and execution of sponsor activations
- Work closely with the Operations Manager on all technical aspects of event production and special event execution
- Work with the Director of Operations and Office and Production Manager on planning and executing load-ins and load-outs
- Work closely with Director of Operations and Managing Director to ensure events are aligned with COVID-19 safety protocols
- Work closely with Director of Operations to prioritize accessibility at all events, and make sure accessibility information is properly communicated across departments and to all necessary public touchpoints
- As a member of the Operations team, work onsite at all SFFILM screenings as needed (for example, acting as a venue manager, production assistant, green room manager, etc.)
- Support preparation for the 2023 SFFILM Festival, including updating job descriptions for Operations roles, attending site visits, and other tasks as needed
- Support administrative needs for the Operations department, including note taking and other tasks as needed
- Manage Special Events budget lines, track and submit all payments and expenses
- Create a written wrap-report and summary of all necessary timeline info
- 2+ years experience managing events of varying size, budget, and scope
- Experience producing events from concept to execution
- Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
- Experience working in a non-profit professional environment
- Experience managing event and production staff and working with venue management
- Experience with food and beverage logistics and permitting
- Experience creating accessible events for a variety of accommodations is a plus
- Experience with film festivals is a plus
- Possess great energy and efficiency and a cooperative spirit
- Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
- Must be proactive, communicative, and able to work with minimal supervision and a limited budget
- Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
- Comfortable with the heavy lifting and labor inherent in loading in and out festival sites
- Comfort in Google Drive, FileMaker, Eventbrite and Basecamp a plus
- Familiarity with Bay Area event venues, artists, and performers 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.