Guest Services Coordinator

Description

Virginia Film Festival
2024 Guest Services Coordinator
Pay Rate: $25/hour
Hours/Week: 20-40+
Contract Dates: 8/21/24 – 11/15/24
Format: In-Person with the option to work from home occasionally and as schedule allows
Supervisor: VAFF Senior Programmer

The VAFF’s Guest Services Coordinator serves as the main point of contact for the VAFF’s attending guest artists, coordinating travel and accommodations, and providing hospitality leading up to and during the Virginia Film Festival. This position is a pivotal member of the Festival core staff; will be included in all general staff and programming team meetings; and will be expected to represent the Festival to the University and local communities, as well as to industry guests with the utmost professionalism.

The Guest Services Coordinator will report directly to the VAFF’s Senior Programmer, and dates of employment will run from August 21, 2024 until November 15, 2024 (two weeks after the Festival ends). The position will work 20 hours per week until September 7, and increase to 40 hours per week starting on September 9. 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 2024 Guest Services Coordinator.

Job Duties

Areas of Responsibility

Guest Coordination
• Maintain database and associated records for all confirmed industry and discussant guests. Includes collecting and maintaining up-to-date records of all guests’ contact information, confirmed participation roles, and commitments around VAFF events during their stay.
• Maintain regular and ongoing communication to industry and discussant guests, including welcome messages, detailed itineraries, informational updates, etc.
• Act as the first point of contact and primary liaison to Festival guests, fielding all special requests, questions, and concerns around each guest’s Festival experience.
• Request, organize, and edit guest bios, headshots, and other related assets.
• Field and manage ticket requests from guests.
• Track guest-related expenses in real-time, coordinating with the Senior Programmer and Business Manager to ensure budgetary compliance.

Travel & Accommodations
• Book, organize, and track guest travel, including arranging flights and ground transportation (often in coordination with a travel agency).
• Produce detailed travel and participation itineraries for all guests.
• Manage hotel rooming lists and communicate guests’ needs with hotel staff.
• Manage Festival drivers’ recruitment, training , and scheduling.

Hospitality
• Produce and deliver guests’ credentials, badges, welcome letters, hotel packages, and any other items needed to ensure an informed, productive, and comfortable experience at the VAFF.
• Support set-up and execution of the Filmmakers & Sponsors Lounge and Press & Industry Check-In.
• During VAFF weekend, continue to act as primary guest liaison, serving as the point of contact for all Festival guests during their stay in Charlottesville, supporting individual requests as possible, and welcoming special guests in person as needed.

Other duties may include
• Assist in writing and editing guest-related content for the Festival website.
• Assist with marketing and publicity of VAFF films and events.
• General office coordination and administrative support.
• Help to execute special events, to include parties, press events, volunteer trainings, etc.

Skills Required

Required Knowledge, Skills, and Abilities
• Organizational and problem-solving skills as well as a high-level of attention to detail are essential.
• Must have 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; and the drive to develop and execute plans with little oversight.

Preferred experience, skills, and interests
• Prior experience working with events guest, travel, 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

About the Virginia Film Festival: 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 80 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 36th year from October 25-29, 2023.