Office Manager
The Office Manager serves as a liaison between all departments at Austin Film Festival, while maintaining the mission of the Festival and the office itself. It is the Office Manager’s responsibility to oversee all major projects including: printing & mailing collateral, manage the annual AFF Program Book and Pocket Guide, manage hotel reservations and database, manage and recruit interns, and to make sure deadlines are being met. The position is also the first and main point of contact, internally and externally, for the organization.
POSITION: Office Manager
START DATE: Early- February 2022
COMPENSATION: $40,000 + Benefits
WORK HOURS: Full time. No remote opportunities available.
WHO WE ARE: The Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story. 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 organization skills are a must.
OVERVIEW OF THE JOB: The Office Manager serves as a liaison between all departments at Austin Film Festival, while maintaining the mission of the Festival and the office itself. It is the Office Manager’s responsibility to oversee all major projects including: printing & mailing collateral, manage the annual AFF Program Book and Pocket Guide, and to make sure deadlines are being met. The position is also the first and main point of contact, internally and externally, for the organization.
WHAT YOU WILL DO: The responsibilities of the Office Manager include but are not limited to:
- Maintain the overall success and operation of the office and AFF as a whole
- Open and close the office. The office is open 9am-6pm, Monday-Friday
- Maintain a stock of office supplies, mail supplies, copy paper, kitchen supplies
- Post all pertinent event information (including Registration forms) around the office and teach all volunteers/interns about how to access information and answer general questions
- Be the point person for office equipment problems (copier, phones, phone lines, fax machines, computers, printers, internet)
- Problem management (i.e. assessing and dealing with any major office problems)
- Check voicemail, answer phones, and distribute messages
- Recruit and train interns, apprentices, and volunteers
- Take registrations over the phone and train volunteers/interns to do so with an informed and knowledgeable approach
- Maintain all Hotel reservations
- Oversee and work with Executive Director on all contracts with hotels
- Get all print bids and provide information to department heads for approval
- Handle all mail outs (including postage, scheduling volunteers, acquiring envelopes and general supplies)
- Responsible for recruitment, hiring and training of all contract positions
- Basic Human Resources functions including assisting of the hiring & training, administering employee files & paperwork.
- Basic daily bookkeeping responsibilities including: the oversee of petty cash spending, bank statements, deposit checks, manage all incoming purchases, provide daily sales report, process credit card transactions, maintain organized records, etc.
- Maintaining timeline for all the elements for the Program Book & Pocket Guide (Ads, schedules, bios, etc.)
- Organize and order AFF merchandise, as well as work with our Accountant to accurately price everything
- Staff the AFF Office and Tech Center during the Festival with trusted interns, apprentices, and volunteers
- Responsible for securing movers to and from Tech Center
- Responsible for the overall post-festival clean-up in the office
- Schedule wrap-up meetings with all of the hotel representatives
- Calculate all hotel commission bills and invoices immediately after the Festival
WHAT YOU WILL BRING:
- Bachelor’s Degree from an Accredited University preferred
- At least 2 years of job experience in customer service and/or administrative field
- Excellent phone skills
- Microsoft Office proficiency is required
- Excellent problem solving skills and patience
- Experience working with, communicating with and managing a team
- Excellent interpersonal skills
- Strong analytical sense and resourcefulness
- Strong crisis-management skills
- Extensive customer service experience
- Ability to prioritize and delegate in high stress situations
- Able to multi-task and switch tasks quickly
- Great note taking and comprehension skills
- Must have a drive to completion
- Must be detail-oriented
- Basic knowledge of Basecamp or any other Project Management systems
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment
Executive Administrator
The primary role of the Executive Administrator is to assist the Executive Director with various administrative projects. The Executive Administrator should be organized, able to multi-task various projects at once and have a great sense of humor.
POSITION: Executive Administrator
START DATE: Early-January 2022
COMPENSATION: $40,000 + Benefits
WORK HOURS: Full time. No remote opportunities available.
WHO WE ARE: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers and all artists who use the language of film and television to tell a story. 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. The Austin Film Festival is a not for profit 501c3 corporation.
OVERVIEW OF THE JOB: The primary role of the Executive Administrator is to assist the Executive Director with various administrative projects. The Executive Administrator should be organized, able to multi-task various projects at once and have a great sense of humor.
WHAT YOU WILL DO: The responsibilities of the Executive Administrator include, but are not limited to:
- Oversee and manage Grants: research, calendar deadline date, timeline for completion and reporting
- Manage, hire, train and delegate interns for the Executive Department
- Filing all paperwork and keeping files clear and concise for auditing purposes
- Work with bookkeeper, auditor and accountant with sensitive information
- Manage accounts receivable and accounts payable
- Sponsorship, Ads, Film & Food, Grants, Invoices
- Upkeep of regular monthly bills, invoicing, taxes, insurance, rent, credit cards, 401k and assisting the bookkeeper
- Manage department budgets, finances
- Acting as point of contact for all permitting via the City of Austin
- Organize board of directors meetings (three a year)
- Plan the awards luncheon party during festival
- Assist organize travel and accommodations for year round events and staff member meetings
- Organize office morale events
- Assist in HR related matters that tend to be confidential and sensitive
WHAT YOU WILL BRING:
- Bachelor’s Degree from an Accredited University Required
- Excellent organizational skills and responsibility
- Excellent problem solving skills and patience
- Experience working with and communicating with a team
- Excellent interpersonal skills
- Strong crisis-management skills
- Extensive customer service experience
- Ability to prioritize and delegate in high stress situations
- Able to multi-task and switch tasks quickly
- Great note taking and comprehension skills
- Must be detail-oriented
- Microsoft Office proficiency is required
- Basic knowledge of Quicken, Quickbooks
- Basic knowledge of Basecamp or any other Project Management system
- Sense of humor
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment
Short Film Programmer
The Austin Film Festival Short Film Programmer is expected to contribute to programming efforts for the headline festival week. This role must also aid in efforts towards realizing the overall forward creative direction and evolution of the film department, including overall organizational goals intrinsically tied to the Austin Film Festival mission. An ideal candidate would be someone who can appeal to and fully encompass the mission directive of advocating for new voices with storytelling as a bedrock trait.
POSITION: Short Film Programmer
START DATE: Early-January 2022
COMPENSATION: $40,000 Salary + Benefits
WORK HOURS: Full time
WHO WE ARE: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film to tell a story.
OVERVIEW OF THE JOB: The Austin Film Festival Short Film Programmer is expected to contribute to programming efforts for the headline festival week. This role must also aid in efforts towards realizing the overall forward creative direction and evolution of the film department, including overall organizational goals intrinsically tied to the Austin Film Festival mission. An ideal candidate would be someone who can appeal to and fully encompass the mission directive of advocating for new voices with storytelling as a bedrock trait. The Austin Film Festival’s Short Film Programmer assists with AFF’s Film Competition by managing the shortlist of competition films and contributing to the selection process. The Short Film Programmer will also oversee coordinating logistics and scheduling of the Festival in October.
WHAT YOU WILL DO: The responsibilities of the Short Film Programmer include, but are not limited to:
- Watch and prioritize shortlisted films
- Contribute to marketing efforts for film competition overall, specific to competition categories, festival events, and headline fall event.
- Research potential programming
- Oversee Film Selection Committee, including attending and facilitating Screener Team Meetings and coaching screeners through the process
- Conduct research for screener outreach
- Recruiting and training qualified new screeners to join Film Selection Committee
- Maintain and update Programming Database for selection and research purposes
- Assist in creating, organizing and editing content for Program Book, Pocket Guide, online schedule, and other AFF publications
- Use metrics and past festival data to determine optimal time and place to screen each programmed film
- Work with Film Competition Director in building Festival Schedule
- Work with filmmakers to ensure they’re prepared for festival with appropriate paperwork and data.
- Work with Creative Director, and Film Competition Director to select filmmakers that may be a good fit for Indie Film Track Panels during the Conference.
- Oversee theater venues, contract staff, and volunteers during the live festival in October
WHAT YOU WILL BRING:
- Bachelor’s Degree in relevant field, ex: humanities, media studies, fine arts.
- Experience in filmmaking – directing, writing, producing – in a primary role
- Writing experience within the realm of professional and/or creative writing, and critical analysis.
- Analyzing and interpreting data
- Customer service skills
- Experience critically evaluating materials.
WHO YOU ARE:
- A self-motivated, self-starter adept at juggling multiple projects
- High common sense and good discretion; trustworthy and responsible communicator
- A forward-thinking problem solver
- Passionate about film and stories
- Critical eye for writing and storytelling with an ability to communicate strengths and weaknesses of written projects
- Experience and passion for working with a team
- Confidence and the ability to complete tasks through fulfillment stage.
- Interpret and analyze data and data reports
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment
Film Administrator
The Austin Film Festival Film Administrator is expected to contribute to administrative efforts for year-round events, the competition, and the headline festival week. This role will aide in the organizational and administrative side of the festival by managing and collecting all data pertinent to the Film Department
POSITION: Film Administrator
START DATE: Mid-January
WORK HOURS: Full time
COMPENSATION: $38,000 + Benefits
WHO WE ARE: Austin Film Festival furthers the art and craft of storytelling by inspiring and championing the work of writers, filmmakers, and all artists who use written and visual language to tell a story.
OVERVIEW OF THE JOB: The Austin Film Festival Film Administrator is expected to contribute to administrative efforts for year-round events, the competition, and the headline festival week. This role will aide in the organizational and administrative side of the festival by managing and collecting all data pertinent to the Film Department. The Austin Film Festival Film Administrator works within the Film Department to collect, analyze, and report all data. The film administrator will also assist with special projects inside the film department and coordinate logistics.
WHAT YOU WILL DO: The responsibilities of the Film Administrator include, but are not limited to:
COMPETITION
- Marketing and outreach to potential filmmakers for the competition and events
- Manage key databases – FileMaker Pro, SQL, and FilmFreeway
- Responding to emails and answering phone calls
- Audit payment reports and submission entry metadata
- Oversee decline letter process
- Collect all data pertinent to the department and aligned projects, including but not limited to entries, screening and financial
- Analyze data and create weekly reports
- Closely follow department timeline and ensure goals directly related to their position are met
- Track film programming progress
- Track screening progress to ensure team meets deadlines
- Report all data to Film Department and Executive Director
DEPARTMENT LOGISTICS & ADMINISTRATIVE
- Maintain all financial aspects of the film department, including creating budgets and keeping them in check
- Track income projection for competition, film pass sales, individual ticket sales, and filmmaker badge sales
- Audit entries, screening progress, and data reports
- Responsible for travel and transportation coordination for headliner films
- Manage creating, organizing and editing content for Program Book, Pocket Guide, online schedule, and other AFF publications
Live Festival
- Track and report filmmaker attendance
- Collect and report attendance data
- Oversee the Audience Award balloting process
- Oversee theater venues
WHAT YOU WILL BRING:
- Bachelor’s Degree in relevant field
- Have database experience within My SQL, FileMaker, Access, etc
- Customer service experience
WHO YOU ARE:
- Someone with technical aptitude
- Someone with excellent organizational skills
- Someone with writing experience and general copywriting knowledge
- Someone with experience working with, communicating, and a leading a team
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment
Managing Director
The Managing Director’s primary role is to manage both year-round and seasonal, contract staff and oversee all strategic projects for the Executive Director. Similarly, to a Chief of Staff role, the primary goal of the position is to provide mid-level management for the overall operations of the Festival in conjunction with the Executive Director and to be the communicator that links the leadership team with the broader organization. The Managing Director must be proactive and have an entrepreneurial mindset, have an outgoing personality, as well as good problem solving-skills. Candidate should have at least 3 years of management experience.
POSITION: Managing Director
START DATE: Mid-January
WORK HOURS: Full time. No remote opportunities available.
COMPENSATION: $60,000 + Benefits
WHO WE ARE: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not for profit 501c3 corporation.
OVERALL OF THE JOB: The Managing Director’s primary role is to manage both year-round and seasonal, contract staff and oversee all strategic projects for the Executive Director. Similarly, to a Chief of Staff role, the primary goal of the position is to provide mid-level management for the overall operations of the Festival in conjunction with the Executive Director and to be the communicator that links the leadership team with the broader organization. The Managing Director must be proactive and have an entrepreneurial mindset, have an outgoing personality, as well as good problem solving-skills. Candidate should have at least 3 years of management experience.
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.
WHO YOU ARE:
- Deadline motivated
- Incredibly proactive
- Humble, mature and sensitive to situations
- Ensures gains in productivity and impact
WHAT YOU WILL DO: The responsibilities of the Managing Director include but are not limited to:
- Manage a staff of 15-20 full-time, year-round employees and 10 seasonal, contract employees
- Hire, train, and manage all staff and 3 to 5 interns per semester
- Conduct weekly meetings with each Department to receive updates on timelines and goals
- Maintain weekly reports that include timeline updates and progress towards goals for the Executive Director
- Facilitate communication vertically and horizontally between the staff and Executive Director
- Provide support and help manage all high-level strategic projects across departments
- Oversee department and sales goals and give regular updates to the staff and Executive Director
- Motivate the staff to work as a unified team and provide support when necessary
WHAT YOU WILL BRING:
- Bachelor’s Degree in related field
- A minimum of three (3) years of management experience (preferably with an event or non-profit)
- Possess diplomatic skills to work with and motivate staff, board members, and volunteers
- Ability to work off timeline and budget, setting and maintaining goals
- Experience with prioritizing and delegating in high stress situations
- Can anticipate problems before they arise and plan counter measures to solve them quickly
- Excellent organizational, analytical, and problem-solving skills
- Live event production experience preferred
- Experience working with and communicating with a team
- Must have a proactive and entrepreneurial mindset
- Experience in solution-orientated management
- Customer Service experience
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment
Marketing Director
The Marketing Director oversees the organization’s overall marketing plan and all promotional efforts related to the mission of Austin Film Festival and On Story. The Marketing Director is responsible for facilitating the marketing needs of all AFF departments, selling AFF services and tickets, department sales goals as well as brand awareness of the organization overall, executing general outreach in the local community as well as the local, national, and international industry; coordinating advertising, PR, art, and design; managing website and social media; facilitate events production (Festival and Year-Round); direct mail/email marketing, image distribution, and relationships with media and community partners. Additionally, the Marketing Director is tasked with analyzing current advertising trends, marketing metrics, and comparative studies to better interpret Austin Film Festival audiences. Candidates should have at least 5 years’ experience in product marketing to be considered.
POSITION: Marketing Director
START DATE: Mid-January 2022
WORK HOURS: Full time. No remote opportunities available.
COMPENSATION: $50,000 + benefits
WHO WE ARE: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not for profit 501c3 corporation.
OVERALL JOB DESCRIPTION: The Marketing Director oversees the organization’s overall marketing plan and all promotional efforts related to the mission of Austin Film Festival and On Story. The Marketing Director is responsible for facilitating the marketing needs of all AFF departments, selling AFF services and tickets, department sales goals as well as brand awareness of the organization overall, executing general outreach in the local community as well as the local, national, and international industry; coordinating advertising, PR, art, and design; managing website and social media; facilitate events production (Festival and Year-Round); direct mail/email marketing, image distribution, and relationships with media and community partners. Additionally, the Marketing Director is tasked with analyzing current advertising trends, marketing metrics, and comparative studies to better interpret Austin Film Festival audiences. Candidates should have at least 5 years’ experience in product marketing to be considered.
WHO YOU ARE:
- Someone who can juggle several different projects concurrently
- Is an executer
- Can manage a team
- Can manage a significant amount of outgoing communication
- Is an effective communicator
- Has an outgoing and friendly personality and loves meeting new people
- Gets excited about working with systems and organizing and analyzing data to
optimize marketing efforts - Loves organizing a project, gathering the pieces together and helping move it
forward - Excels under pressure, thrives in multi-tasking
- Loves creating your own to-do list
- Has the ability to zoom out and see the strategic big picture, but also enjoy
diving into the details
WHAT YOU WILL DO: The responsibilities of the Marketing Director include but are not limited to:
- The nature of an event like ours is our responsibilities often grow and evolve
based on strengths and the needs of the team. The following are things we are
hoping the person in this role can do as a base for this role, (and need to be
things that you feel excited, comfortable having as a part of your daily tasks! - Manage a department responsible for executing digital communication
and outreach, including email campaigns, social media, etc. - Coordinate outreach to local and national partners
- Manage marketing projects (like website design, photographers schedules
during AFF, campaigns, print materials) - Monitor all sales and marketing efforts in order to make sure goals are achieved.
- Oversee community engagement activities and year-round events in
conjunction with AFF Events Manager and Marketing Coordinator - Provide and shape a voice that communicates to the world about initiatives
taking place within each department of AFF - Managing and prioritizing marketing initiatives and communication timelines
- Overseeing AFF website, troubleshooting and maintenance included
- Manage Marketing intern teams
- Maintain weekly reports for Executive Director and staff
- Provide insight to staff on data gathered through marketing initiatives
- Work closely with staff to make sure our organizational initiatives are being
translated well to the outside world - Manage and regularly communicate with PR team
- Selling services and tickets
WHAT YOU WILL BRING:
- Bachelor’s Degree in related field
- Experience in product sales marketing
- A minimum of five 5 years in marketing experience (preferably with an event or non-profit)
- Have knowledge and experience in fund raising techniques & digital marketing
strategies, including HTML generation - Possess the skills to work with and motivate staff, board members, and
volunteers - Ability to work from a 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
- Live event production experience
APPLICATION MATERIALS:
- Completed AFF Application
- Current resume with at least three references
- Cover letter
- Completed Workwolf Packfinder Assessment