Guest Services Assistant
American Film Institute
Los Angeles, CAThis was removed by the employer on 8/29/2018 4:49:00 PM PST
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Freelance Job
AMERICAN FILM INSTITUTE
JOB DESCRIPTION
POSITION: Guest Services Assistant
DEPARTMENT: AFI FEST
LOCATION: Los Angeles Campus
PRINCIPAL RESPONSIBILITIES:
The AFI FEST Guest Services Assistant is responsible for assisting with the fulfillment of travel and accommodation arrangements for visiting AFI FEST delegates, filmmakers, panelists, press and VIP attendees.
PRINCIPAL DUTIES:
• Utilize the AFI FEST Guest Services section of the AFI FEST database to keep track of attending filmmaker's travel and schedules.
• Assist the Senior Manager, Guest Services and Cultural Relations in handling all paperwork related to Cultural Relations including contracts and Travel Request Authorizations (TRAs), and any other paperwork as assigned.
• Assist the Senior Coordinator, Guest Services (Travel) and Senior Coordinator, Guest Services (Hotels) with creating travel authorization forms and confirming and tracking filmmaker and industry guest travel.
• Assist in the coordination, planning and execution of filmmaker activities, including brunches, receptions and dinners.
• Assist with cultural events and administrative duties; including contracts, schedules, tracking and ticketing as needed.
• Daily purchase of snacks and set-up of the Filmmaker Lounge craft service area.
• Assist the Senior Coordinator, Guest Services (Travel) and Senior Coordinator, Guest Services (Hotels) with overseeing the filmmaker check-in area.
• Assist with the management of guest lists for AFI FEST Filmmaker events.
• Under the direction of the Senior Manager, Guest Services and Cultural Relations, ensure that all filmmaker and cultural partner ticketing for festival Galas and screenings is organized and that tickets distributed in a timely manner.
• Collaborate with the Senior Coordinator, Guest Services (Travel) and the Senior Coordinator, Guest Services (Hotels) create a system for AFI FEST Galas will-call ticket distribution.
o Ensure the will-call table is organized and operational.
o Schedule and train volunteers to assist with will-call.
• Collaborate with the AFI FEST Transportation team to maintain communication regarding guest pick-ups and ensure guests are well received by the AFI FEST Guest Services team.
• Assist the Senior Manager, Guest Services and Cultural Relations with compiling a comprehensive wrap report (e.g., procedural outline, comments on the operation of the festival, suggestions and recommendations for improvement, etc.) as outlined in the AFI FEST policy book.
• Perform other duties and responsibilities as assigned.
EXPERIENCE/SKILLS REQUIRED:
• Bachelor's degree required.
• Minimum one-year experience working in the entertainment community on an administrative level.
• Working knowledge of film festivals and the local film community.
• Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriate follow-up and reporting activities while not losing sight of the big picture.
• Ability to work independently while being an integral member of a high-functioning team.
• Proven project management skills with the ability to take a project from conception through completion with minimal supervision.
• Excellent oral and written communication skills with the ability to convey complex concepts and procedures in simplistic terms.
• Strong time management, organizational and multi-tasking skills coupled with the ability to work independently and with minimal supervision.
• Strong diplomacy skills and professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion.
• Excellent computer and Internet research skills with strong knowledge in Word, Excel, and FileMaker Pro in a Mac environment.
• Possess a positive and professional attitude with the ability to work as a member of a high-energy, results oriented team.
• Ability to deal with rapidly shifting priorities in a fast-paced team environment.
• Ability to work calmly under pressure.
• Personal integrity and the ability to inspire confidence and trust.
• Foreign language skills (written and/or spoken), especially French and/or Spanish), a plus.
SUPERVISION:
The AFI FEST Guest Services Assistant performs all duties and responsibilities under the guidance and supervision of the AFI FEST Senior Manager, Guest Services and Cultural Relations.