Guest Services Coordinator

Description

Virginia Film Festival
2025 Guest Services Coordinator
Pay Rate: $20/hour
Hours/Week: 20-40+
Contract Dates: 8/25/25 – 10/31/245
Format: In-person
Supervisor: VAFF Senior Programmer

The VAFF’s Guest Services Coordinator organizes key travel, accommodations, and other logistics for VAFF artist and guest visitors. This position supports and works closely with the Guest Services Manager (GSM) to provide top-notch hospitality to all VAFF guests leading up to, and during, the Virginia Film Festival.

As a pivotal member of the Festival core staff team, the Guest Services Coordinator will be included in general staff and programming team meetings; and will be expected to represent the Festival and the University of Virginia with the utmost professionalism.

The Guest Services Coordinator will report directly to the VAFF’s Artistic Director, and will also receive significant guidance and oversight from the GSM. Dates of employment will run from August 25, 2025 until October 31, 2025. The position will work 20 hours per week until September 12, and increase to 40 hours per week starting on September 15. Due to the nature of this position, there will be periods of time leading up to and during the VAFF during which it will be necessary to work overtime and on weekends. Overtime worked will be compensated with overtime pay. This position will be hired through UVA Temp Services and paid an hourly rate.

The Virginia Film Festival is committed to sharing diverse stories on screen and to fostering an inclusive environment for our staff, partners, and audiences. We strongly encourage applicants who represent diverse and intersecting identities to apply to the Festival.

To Apply: Please submit your cover letter, resume, and references to itovbis@virginia.edu with the subject line: Application: VAFF 2025 Guest Services Coordinator.

Job Duties

Areas of Responsibility

Travel & Accommodations

• Book guest travel, including flight arrangements and ground transportation. Much of this work is done in coordination with a travel agency.
• Manage hotel inventory and rooming lists.
• Book lodging reservations for VAFF guests, and resolve special accommodation needs guests may have.
• Maintain timely, updated, and clear records of all travel and accomodations bookings.
• Review guest itineraries and schedules to ensure travel and lodging details are up to date and accurate.
• Work with the GSM to track relevant travel and accomodations expenses in real-time.

Guest Coordination

• Alongside the GSM, and other members of the VAFF team, maintain database records for all confirmed industry and discussant guests. Includes collecting and maintaining up-to-date records of guests’ contact information, confirmed participation roles, and commitments around VAFF events during their stay.
• Maintain regular and ongoing communication to industry and discussant guests.
• Support the GSM in requesting, organizing, and editing guest bios, headshots, and other related assets.

Discussants

VAFF discussants are panelists, Q&A participants, and moderators.

• Produce and deliver discussant credentials, ticketing vouchers, welcome emails, and other related items needed to ensure an informed, productive, and comfortable experience at the VAFF for discussants.
• Support set-up and execution of the Filmmakers & Sponsors Lounge and Press & Industry check-In.
• During the VAFF weekend, continue to act as primary guest liaison, serving as the point of contact for Festival guests during their stay in Charlottesville.

Other duties may include

• Assist in writing and editing guest-related content for the Festival website.
• Staff and support special events including parties, press programs, volunteer trainings, etc.
• General office coordination and administrative support.

Skills Required

Required Knowledge, Skills, and Abilities

• Organizational and problem-solving skills as well as a high-level of attention to detail are essential.
• Excellent interpersonal skills and the ability to work effectively within a culturally diverse environment.
• Must have strong written and verbal communication skills and experience in writing and communicating through a wide variety of mediums.
• Experience in a customer service environment.
• Expert knowledge in the following computer applications is required: MS Word, Outlook, Excel.
• Must possess the ability to adapt quickly and work well under pressure; the skills to multitask frequently and meet tight deadlines; a history of working well in teams.

Preferred Experience, Skills, and Interests

• Prior experience working with event guests, travel booking, conferences and/or the hospitality industry.
• A working knowledge of the film industry, and passion for the arts.
• Experience in coordinating and organizing arts/film events.

Additional Info

The Virginia Film Festival is a program of the University of Virginia, with support from the Office of the Provost and Vice Provost for the Arts. Each fall, we welcome over 100 guests and screen over 100 films on UVA grounds and in the surrounding community over the five days of the Festival. The VAFF will celebrate its 38th year from October 22-26, 2025.