We think you’ll love this role if…
– Ain’t nothing you love more than coordinating an event
– You find yourself thinking about how to streamline communication for your birthday party and can’t help but organize RSVPs in a spreadsheet
– Don’t need a spotlight, but really love empowering creators to step into one
– Enjoy the process of translating and executing a vision
– Can store and find information easily
– Love writing copy
– Enjoy managing interns

Responsibilities
– Managing the logistics, execution, and coordination of Conference initiatives and event as specified by Conference Director as well as Festival year round events
– Managing communication: communicating clearly, efficiently and professionally with panelists to collect and relay relevant information both before, during and after the Conference
– Managing an up-to-date and comprehensive database, and logging all communications, travel, and panelist details
– Booking travel and accommodations for select Festival guests while adhering to a strict, pre-determined budget
– Maintaining detailed budgets and contracts for all Festival venues
– Reporting: creating and generating reports and managing audits before, during and after the Festival
– Assisting with other administrative duties as required, such as answering phones, running errands, and filing
– Marketing: executing Conference marketing initiatives creative outreach, and promotional strategies
– Writing & research: creating copy, updating website, researching and vetting potential panelists
– Managing teams: responsible for training, scheduling, and overseeing a team of interns, apprentices, and volunteers before and during the Festival
– Event management: coordinating the execution of one of the largest writers conferences in the world with professionalism and proficiency
– Managing budgets for travel and working closely with hotel coordinator to ensure that travel and lodging is handled in a clear and seamless manner

Qualifications
– Bachelor’s Degree in relevant field, Graduate degree preferred
– Experience managing large scale events
– Writing and entertainment industry experience preferred
– Previous Festival & Conference attendance strongly preferred
– A self-motivated, self-starter adept at juggling multiple projects & problem solving
– High degree of discretion; trustworthy, confident and responsible communicator
– Maintaining a professional attitude and attire, upholding the reputation of the Festival
– Highly organized, excellent researcher, SUPERB COMMUNICATION SKILLS, exceptional time management
– Superb written and verbal communication skills
– This is a jump-in-head-first, high-stress position that requires tremendous ability to follow through with a wonderful attitude and eagerness to succeed
– Extensive knowledge of Microsoft Excel

Job Type: Full-time

Salary: $37,000.00 /year

Experience:

• Event Planning: 1 year (Preferred)

Education:

• Bachelor’s (Preferred)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan

Typical start time:

• 10AM

Typical end time:

• 6PM

Schedule:

• Monday to Friday

POSITION:  Events Coordinator

DEPARTMENT:  Marketing

DATES OF EMPLOYMENT: Part-Time (December-September)

REPORTS TO:  Marketing, Conference and Film

COMPENSATION: $125 per event

HIRE DATE: ASAP

OVERALL JOB DESCRIPTION: Austin Film Festival Event Coordinator will oversee select year-round events and coordinate all on-site logistics and promotion/marketing for the events. The Event Coordinator must communicate with the Marketing, Film and Conference Departments on a regular basis to ensure marketing action items are being completed. This person will represent AFF by greeting members and guests of the event, introducing the film and/or special guests in attendance, and communicating with venue management and staff. The position also consists of advance marketing for events, including flyer distribution (and at times design and printing), social media, contacting community partners, and general local outreach pertaining to the event (ensuring events are posted to various event sites for example nowplayingaustin.com). The Event Coordinator is expected to develop and maintain relationship with community partners and organizations. Please note: events take place during the evenings and/or weekends.

 

Additional duties:

• Arrive at venue at least one hour in advance of start time (sometimes earlier depending on the event)
• Create and maintain event box with materials for events
• Set up information & registration table
• Hang banners, signs, etc.
• Create and use clean up checklist at venue
• Communicate and delegate responsibilities with AFF staff and interns concerning the event
  • Including email reminders to interns for arrival time and responsibilities
• Write and present weekly reports and post-event report
• Distribute, collect and enter survey data for each event
• Follow up with A/V crew and Photographers prior to the event
• Attend marketing meetings and track year-round event ticket purchases
  • Provide RSVP and ticket sales in marketing meetings (Tuesdays at 10am) with comparison to similar events in previous years
• Work with marketing team to collect, analyze and track data related to events
  • Maintain attendance number spreadsheet

REPORTS TO: Executive Director

COMPENSATION: Full-time, Exempt, Salaried $55,000

OVERALL JOB DESCRIPTION: The Development Director’s primary role is to cultivate and maintain relationships with local and national sponsors. The primary goal of the position is to raise $300,000 dollars in cash sponsorship and manage a considerable budget of trade sponsorship. The Development Director needs to be proactive and have an entrepreneurial mindset, have an outgoing personality, as well as good problem solving-skills. Candidate should also have a familiarity with the Austin community. While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must.

RESPONSIBILITIES: The responsibilities of the Development Director include but are not limited to:

• Cultivate current business sponsor relationships and maintain ongoing contact with targeted donors
• Secure financial support from individuals, foundations, and corporations for the Annual Austin Film Festival and Conference and multiple year-round events
• Create unique proposals and tailor sponsorship specifically to each sponsor
• Fulfill promotional assets and activation of sponsorship agreements throughout the 8-day Festival (this includes but is not limited to management and preparation of festival program, website, banners & signage, invitations, badges and passes, festival parties, and various festival advertisements)
• Create Final Reports for each sponsor in a timely manner and set up wrap up meetings post Festival
• Hire, train, and manage the Development Assistant and Development Events Coordinator, and two to three interns per semester
• Maintain weekly reports that include contacts and submitted proposal for Executive Director
• Seek out and attend other Festivals and Conferences and be active in community events, maintaining partnerships and researching potential sponsors

QUALIFICATIONS:

• Bachelor’s Degree in related field

• A minimum of three(3) years of development and sales experience (preferably with an event or non-profit)

• Have knowledge and experience in fund raising techniques, particularly major sponsorship fundraising

• Possess the skills to work with an motivate staff, board members, and volunteers

• Ability to work off timeline and budget, setting and maintaining goals

• Desire to get out of the office and build external relationships

• Ability to prioritize and delegate in high stress situations

• Excellent organizational, analytical, and problem solving skills
• Experience working with and communicating with a team
• Must have proactive and entrepreneurial mindset
• Event planning experience preferred

Experience:

• relevant: 3 years (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off

Schedule:

• Monday to Friday
• Weekends required