Executive Assistant for Nonprofit Film Institute

California Film Institute•San Rafael, CA

2d•Hybrid

About The Position

CAFILM seeks an experienced, highly organized Executive Coordinator to support the Executive Director and oversee key executive office functions. The ideal candidate will provide comprehensive administrative support, manage complex schedules, coordinate communications, handle sensitive projects, and perform a wide range of tasks essential to the smooth and effective operation of the executive office. Location: Hybrid (remote and in-person required), San Rafael, CA Status: Full-time, year-round ABOUT THE CALIFORNIA FILM INSTITUTE The California Film Institute (CAFILM) celebrates film as both art and education. We present the annual Mill Valley Film Festival and DocLands Documentary Film Festival, exhibit films year-round at the nonprofit Christopher B. Smith Rafael Film Center and Sequoia Cinema, and cultivate the next generation of filmmakers and film lovers through CAFILM Education. OUR INCLUSION COMMITMENT CAFILM is committed to fostering a culture where people feel valued and empowered to bring their whole selves to work-free from oppression, injustice, harassment, or discrimination. We strive to create a sense of belonging rooted in shared purpose and mutual respect.

Requirements

Ability to work in CAFILM's San Rafael office a minimum of two to three days per week (required).
Knowledge of film, film festivals, and motion picture theaters (required).
Proven experience as an Executive Coordinator, Executive Assistant, or in a similar role; experience in a nonprofit arts organization or the film industry is strongly preferred.
Exceptional writing, research, organizational, and time-management skills.
Proficiency with office software and strong written and verbal communication skills.
Ability to manage multiple priorities, work independently, and meet deadlines.
Passion for the arts and a strong commitment to CAFILM's mission.
Willingness and ability to work evenings and weekends as needed, including regular attendance at evening film screenings (schedule adjustments provided as appropriate).
Availability to work in person for the full duration of the Mill Valley Film Festival (October 1-11, 2026) and the DocLands Documentary Film Festival (early May 2026).

Nice To Haves

Bachelor's degree or equivalent combination of education and experience preferred.
Knowledge of nonprofit fundraising, development, and capital campaigns preferred.

Responsibilities

Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel.
Organize and maintain project schedules, assignments, priorities, and tasks for the Executive Director and Executive Office.
Serve as the lead administrative coordinator for the Sequoia Cinema renovation project and campaign in Mill Valley.
Act as a primary liaison between the Executive Director and internal and external stakeholders, handling correspondence with professionalism, diplomacy, and discretion.
Prepare documents, reports, and presentations as needed.
Track and manage Executive Office budget and expenses.
Conduct film research to prepare the Executive Director for Q&As and interviews during the Mill Valley Film Festival.
Assist with or facilitate special projects as assigned, especially those related to CAFILM's fundraising and development activities.
Serve as liaison to the Board of Directors, coordinating and overseeing logistics for board meetings and other key organizational events.
Prepare and manage agendas for regularly scheduled staff and leadership meetings.
Manage VIP relationships professionally, sensitively, and confidentially.
Maintain strict confidentiality and safeguard sensitive, confidential, or proprietary information and documents.