Operations

We are no longer accepting applications for this role.

Overview

Reporting to the Director of Operations, the Special Events Manager leads the production, project management, and execution of all parties and receptions during SFFILM’s fall season, with a focus on Doc Stories, including the execution of a daily hospitality lounge. They will also play a key supportive role in the production of our Awards Night fundraising gala. This role will work closely with the Programming and Development departments on the goals and execution of events such as the Doc Stories 10th Anniversary Party, Doc Stories Brunch, and other parties and receptions during the fall season, and will also work closely with the Development and Communications teams on sponsorship procurement, fulfillment, and the invitation process. They will oversee any Events volunteers and staff.

This position is expected to provide on-site support for any SFFILM events during the fall, including Doc Stories (October 17 – 20) and Awards Night (December 9), 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.

Application review begins August 12, 2024 and earliest possible start date is September 9 2024. This position is full-time, hourly, nonexempt, with an intended pay rate of $23-$24 per hour.

SFFILM currently supports a hybrid-remote schedule, with an average of 3 days in the San Francisco offices, as well as time onsite throughout the Bay Area supporting SFFILM events.

Principal Duties

• Responsible for lead producing and project managing all SFFILM fall season parties and receptions, bringing events from conception to execution within budget
• Responsible for the execution of the Doc Stories Lounge, including leading relationships with venue and vendors
• Support the execution of private meals, including researching and confirming restaurants and menu planning
• Project manage cross-departmental workflows on all event related tasks, including facilitating conversations with other relevant decision makers on event look and feel, and reconciling priorities for different constituent groups
• Provide timely and clear information to SFFILM staff on event status during the process, and share out runs of show for all events
• Brainstorm and manage booking venues, entertainment, catering, bar service, and activities, including surrounding logistics i.e. securing permits, executing contracts, and issuing COIs when needed
• Manager Special Events budget, and track and submit all payments and expenses
• Work with the Development and Communications Departments to support the invitation process for events, including contributing to copy, oversight of capacity, and pulling RSVP lists
• Manage venue and vendor relationships, including all rentals
• Act as a key player for producing SFFILM Awards Night, including supporting any project management, supervising staff, actively working with the production crew, and other duties as needed
• Support planning for the SFFILM Festival, including research and outreach for event venues, and working with the Office and Production Manager on organizing inventory and other production projects
• Work closely with the Development team on execution of sponsor obligations and in-kind partnerships
• Support Office and Production Manager and Makers team with events at FilmHouse, including project managing of certain Filmhouse events, schedule dependent
• Work closely with the Tech and Media Manager on all technical aspects of event production
• Work with the Director of Operations and Production Manager on planning and executing load-ins and load-outs for all Events
• Create safe events that 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
• Support other Operations team members and projects as needed
• Create a written wrap-report and summary of all necessary timeline info

Experience/Skills Required

• 2+ years experience managing events of varying size, budget, and scope
• Experience producing live events and familiarity with the pressures and challenges of meeting the needs of high-touch constituents
• 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

Supervision

This position reports to the Director of Operations

Overview

SFFILM is seeking a self motivated, organized, and creative full-time, year-round Office & Production manager to join our team in a role essential to both the running of a busy non-profit and the execution of our many exhibition and education events. This position is a great fit for a person who wants to support and grow skills in production, staff management, and non-profit arts and administration. The Office & Production Manager works closely with the entire organization, but also has numerous independent projects and significant self-directed time.

The Office & Production Manager is a full-.time position that reports to the Director of Operations, supporting the overall administrative functions of the SFFILM office and managing all production needs for events including the San Francisco International Film Festival, Doc Stories, Awards Night, and more.
This position will be the key member of our Operations team focused on the smooth running of our office space, including front desk management and customer service, supply ordering, and serving as a point of contact for facilities related vendors and contractors.
Additionally, this role supports the Operations department with year-round event production related activities including inventory, storage, production schedules, and supervising Production Assistants during event season. This role leads other production related projects such as managing rentals and printing badges.
As the first point of contact for office guests and facilities related needs, this role will be expected to work from our SOMA office Monday through Thursday, with the option to work remotely on Fridays. Some night and weekend availability is required, especially during event seasons.
Application review begins June 3 but will be rolling after that. This position is paid hourly at the rate of $23-$25 per hour depending on experience and is eligible for all SFFILM benefits and overtime.

Responsibilities

Office Management

• Lead management of SFFILM office including, but not limited to, inbound and outbound mail, phone reception, managing office supply orders and office hardware, managing kitchen cleaning and supplies, and greeting guests upon arrival.
• Manage all office and event production supplies, keeping storage clean, organized, and inventoried.
• Oversee the scheduling and coordinating of shared office space and conference rooms for meetings, workshops, etc.
• Serve as the primary point of contact for property manager and facilities vendors (IT, janitorial, and others) as needed.
• Serve as a key member of the customer service team, receiving all general calls, emails, online chat bot, and other inquiries and distributing them to the appropriate department when necessary.
• Support subletters of office spaces, including providing office tours to prospective subletters and supporting questions and facility requests.
• Provide light IT administrative support including phone system maintenance, password resets, and other minor troubleshooting.
• With the support of the Director of Operations and Executive team, lead the planning and executing of internal events for staff morale.
• Maintain year-round materials such as SFFILM HQ calendar, Org Chart and Festival staff contact sheet.

Production and Event Support

• Lead the production management of all SFFILM Festival events, as well as events leading up to the festival including programs at our office and Filmhouse spaces.
• Manage the inventory “check-out” and tracking system, ensuring the Inventory Spreadsheet is up-to-date after the Festival,
• Manage process for PARFS (Production Assistance Request Forms), including communicating with all teams on workflow and deadlines,
• Manage production schedule for SFFILM Festival, Doc Stories, and other events, including all load ins and load outs.
• Hire and supervise two Production Assistants, including management of schedules and overtime.
• Coordinate with multiple departments on production equipment rentals, including managing vendor relationships and budget tracking.
• Lead all Festival and year-round badge printing processes.
• Oversee Production budget, and keep detailed track of financials.
• Support Production Van management including holding keys, van maintenance, and scheduling its use.
• Coordinate with SFMTA on parking meter reservations as needed.
• Work closely with the Communications team and other Operations teams to support the ordering and implementation of signage for all SFFILM events.

New Staff Onboarding

• Work closely with the Executive and Operations team on IT set up for new hires, including equipment and account set ups.
• Lead orientations and office tours for new staff.
• Own administrative tasks for onboarding new staff such as as assigning Basecamp Onboarding to-dos, scheduling Welcome Emails, and leading office tours and security trainings.
• Update Org Chart, Festival staff contact sheet, AirTable databases, Google Listservs, and other materials as needed when new staff is onboarded.
• Program and manage the tracking of office key fobs and security assets for staff and FilmHouse residents.
• Support updating of onboarding materials for content and character.

Qualifications

• 1-3 years experience in office administration, facilities management/support, and/or event operations.
• An interest in learning about multiple facets of non-profit operations and film festival events will lend itself to a satisfying experience in this role.
• Extremely detail oriented with experience is managing organizational systems.
• Experience with event production strongly preferred.
• Able to demonstrate strong writing skills, especially in a customer service setting.
• Must be proactive and highly communicative.
• Ability to work autonomously, with minimal supervision and a limited budget.
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests.
• Experience with project management systems such as Basecamp a plus.
• Willingness/ability to perform heavy lifting up to 50 lbs.
• Must have valid driver’s license and clean driving record, and be comfortable driving a van. Offer will be contingent upon approval from our insurance.

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.

This position is no longer accepting applications.