Mill Valley Film Festival Guest Service Coordinator
About The Position
The Guest Services Coordinator works closely with the Programming & PR Departments and Theater Operations and Box Office to craft a memorable and welcoming experience for every guest attending the Mill Valley Film Festival. This role is central to coordinating air and ground travel, accommodations, and Festival benefits for filmmakers, panelists, and other guests - ensuring each person arrives feeling cared for and leaves with a meaningful connection to the Festival. The ideal candidate is someone who thrives in a fast-paced environment, manages multiple responsibilities with ease, and brings warmth and professionalism to every interaction. Supervised by the Guest Services Manager, the Guest Services Coordinator serves as a key ambassador for the Festival, approaching each guest relationship with hospitality, intention, and care.
Requirements
- A passion for film and the arts
- The ability to thrive both independently and as part of a team
- Superb organizational and administrative skills
- A detail-oriented, disciplined, and thorough approach to their work
- Strong computer skills, with thorough knowledge of Excel, Word, FileMaker Pro, Google Apps, Asana, Slack, and Airtable
- Working knowledge of popular travel booking platforms and the ability to research the best transportation fares
- Demonstrated commitment to confidentiality
- Grace under pressure and a can-do attitude
- Strong communication and public interaction skills
- Excellent customer service skills
- The ability to work within a budget, prioritizing expenditures thoughtfully
- Strong time management skills and the ability to bring projects to completion despite competing deadlines
- Must have own transportation and smartphone, and be able to work nights and weekends as needed, including through Labor Day weekend
Nice To Haves
- Eventival software experience preferred
Responsibilities
- Manage individual communication with guests regarding their Festival visit and logistics
- Maintain guest information in the Festival database and other shared platforms
- Stay within budget
- Communicate any and all guest, budget, vendor, personnel, or other issues to your supervisor before they arise whenever possible
- Arrange booking of guest air travel, with research into best available fares and routing
- Track all travel expenses, itineraries, and details in the Festival database
- Arrange ground transportation for Festival guests to and from airports, hotels, screenings, and events
- Work with Box Office to fulfill ticket requests for filmmakers
- Assess guest needs (dietary, accessibility, language, etc.) and work with the Guest Services Manager to accommodate guests with special requirements
- Create and deliver all welcome packets for guests
- Create individual itineraries for welcome packets
- Assist with accreditation for Festival guests
- Coordinate and communicate with volunteers during pre-Festival activities and at Festival screenings
- Attend related events as needed
- When necessary, be present at theater screenings to greet guests and facilitate filmmaker introductions to the Executive Director and Programming Director
- Oversee guests' experience while at the Festival and be available to answer guest phone calls
- Serve as a liaison between donors who are offering housing and potential guests and staff
- Arrive to work on time daily and manage hours to end work at a reasonable time each night
- Submit a detailed wrap report prior to contract end and participate in the post-Festival wrap meeting
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What This Job Offers
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
1-10 employees
