Programming

We are no longer accepting applications for this position.

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.

We are no longer accepting applications for this position.

Summary

The Programming Department seeks a thoughtful, dynamic, and energetic individual to join the Programming team at SFFILM. The coordinator provides administrative support to the Programming Department and assists with curatorial projects at SFFILM. This position is responsible for the administration of the department and will also contribute to ongoing work in the programmatic sphere.

The ideal candidate has experience providing administrative support to teams in an arts, filmmaking, or nonprofit environments, and is looking to deploy and build skills in project management, external constituent communication, and overall administrative coordination.

Application review begins December 10, 2024 and preferred start date is February 17, 2025. Salary range for this position is $23 – $25 per hour and benefits include full monthly premium with the organizations’ health insurance policies, PTO/Sick Leave and expanded annual paid holiday schedule.
SFFILM currently supports a hybrid-remote schedule, with an average of 3 days per week in the San Francisco offices, as well as time onsite throughout the Bay Area supporting SFFILM events.

Responsibilities:

• Provide administrative support to the entire department including meeting schedules, note taking, event invitations and list management.
• Liaise between Programming and other departments as directed by the Director of Programming to support year round initiatives.
• Maintain internal databases, departmental files, and project management systems.
• Manage the departmental databases for all films, technical data, print sources, support materials, etc. Prepare reports with this information as requested on a rolling basis.
• Assist with payments to vendors, partners, and monthly expense reconciliation for the department and Director of Programming.
• Organize and oversee the Programming Department workspace and equipment.
• Research current and upcoming film projects, and track ongoing festivals activity worldwide.
• Support the management of film submissions and solicitations and the screening committee as directed.
• Prepare specific program data for publication and assist with proofreading and internal routing of additional promotional assets.
• Manage program materials and posters for all public exhibitions year-round, to include festival films.
• Assist in print traffic duties (shipping, receiving and transport) as needed.
• Serve as an on-site representative for both the curations team and SFFILM as a whole at all public events.
• This role requires evening and weekend work during festivals.

Qualifications:

• We are looking for a candidate based in the Bay Area.
• Strong organization and administrative skills and the ability to coordinate across a variety of teams is desired.
• Must have strong writing and interpersonal skills, and ability to work as part of a team.
• Must be able to work independently, manage competing deadlines, and prioritize departmental requests.
• Previous festival or film exhibition experience is strongly preferred.
• Strong working knowledge of Microsoft Office, and Google Workspace.
• Working experience with File Maker Pro or equivalent database tools preferred
• Presenting festivals and film events is demanding work that can occasionally require long hours and weekend work. We are looking for someone who is able to work overtime and works well under pressure.
• Screening Committee experience is strongly encouraged.
• Knowledge of film exhibition technicalities (exhibition formats, digital formats, Dolby sound, aspect ratios, etc) is very beneficial.

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.