The Special Events Assistant Manager position supports the Special Events Manager in the planning and execution of all parties and receptions for the 2024 San Francisco International Film Festival, such as the Opening Night party, Industry Days, Volunteer Appreciation Party, and other parties and receptions during the festival. They will work closely with the Special Events Manager to reach out to venues and vendors, oversee staff and volunteers, and assist with administrative support related to parties and receptions. This position may also lead the day-of onsite execution of certain events during the Festival. This role is a great fit for someone who is interested in both events and production work, as it can be physically demanding, and also involves a high level of guest interaction.
This position is expected to provide on-site support for the 5 day, in-person SFFILM Festival (April 24 – 28) in venues across the San Francisco Bay Area, as well as several pre-fest launch events, and to work in accordance with in-office requirements as determined by organization-wide and department policies.
Application review begins January 25 but will be rolling after that. The ideal start date for this position is April 8, 2024. This position is paid hourly at the rate of $22 per hour and is eligible for overtime. The end date for this role is May 2, 2024. Some night and weekend availability is required.
- Work closely with the Special Events Manager on the execution of all Festival parties and receptions within budget
- Parties range from large scale events (Opening Night) to smaller receptions
- Assist with brainstorming and booking of the venues, entertainment, catering, bar service and activities, including surrounding logistics – i.e. securing permits, executing contracts, and issuing COIs
- Work with the Production Manager to organize event supplies, schedule load ins and load outs, and submit Production Assistance Requests as needed
- Support the process of rentals, purchases, or requests of necessary furniture, equipment, and décor, and the respective vendor relationships
- Support the scheduling, training, and supervision of Events staff and volunteers
- Act as day-of lead on certain events during the Festival, as needed
- Work closely with Festival Lounge team on parties held in the Festival Lounge space
- Work interdepartmentally to balance the needs of various constituencies at events, including sponsors, filmmakers, guests, and Board
- Coordinate with the Development Department on all food & beverage in-kind donations and execution of sponsor activations
- Work closely with the Tech and Media Manager on all technical aspects of event production
- Work closely with the Operations team to ensure all Festival events are accessible, and make sure accessibility information is properly communicated across departments and to all necessary public touchpoints
- Work with the Communication team to design events spaces in alignment with Festival creative
- Support the updating of Festival special events budget, tracking and submitting all payments and expenses
- Work with the Development and Communications Departments to support the invitation process for events, including providing copy, oversight of capacity, and pulling RSVP lists
- Support Office and Production Manager and Makers team with events at FilmHouse
- Support and provide educational opportunities for the Operations intern, including working with interns on in-kind item procurement, and customer service training
- Support other Operations team members and projects as needed
- Create a written wrap-report and summary of all necessary timeline info
- Experience managing or assisting in the crafting of events of varying size, budget, and scope
- Experience producing live events and familiarity with the pressures and challenges of onstage production with high-touch constituents
- Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
- Experience managing event and production staff and working with venue management
- Experience with food and beverage logistics and acquisition, managing sponsor and partner relationships
- 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 independently, yet as part of a team and with 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 Suites. 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.