Executive Assistant

Executive Assistant
ILLUMINATE Film Festival
Job Description 

Sept 1, 2016 – June 30, 2017

 Duties:

  • Reports to and works with the Executive Director
  • Assists Managing Director
  • Attends Dream Team meetings, Executive meetings, and bi-weekly meetings with Directors (takes notes at all meetings)
  • Assists Managing director with maintaining Google Drive access and folders
  • Maintains festival contact lists, org charts, etc. Back-up for HR assistant.
  • Oversees ordering of Office Supplies
  • Tracks expenses and updates spreadsheet, files receipts
  • Works with Managing Director in maintaining internal policies, systems procedures and guidelines
  • Collects wrap items
  • Orders food and beverages for retreats
  • Work with volunteers to have them enter all raffle entries into Vertical Response
  • As soon as the festival film grid is locked create the ballots (proofread before printing them)
  • Collect all DVD's and Blu-rays left behind by filmmakers of all movies and shorts at each and every venue and contact filmmakers/producers immediately after the festival. Find out if they need them back now and who, where and how to send the package. Send the package out and make sure Danette is kept in this loop at all times. Work with the Tech Person on exact inventory of films before mailing them back
  • Assist Executive and Managing Directors with petty cash box during the festival
  • Pick up donations when ballots are dropped off at festival film showing sites and keep track of how much was donated from each venue

Minimum Requirements:

  • Knowledge of Google Drive and its spreadsheets, flowcharts text document software
  • Proficiency in spreadsheet software, databases, Microsoft Office Suite and Mac applications
  • Excellent organizational and communication skills, both written and verbal
  • Strong interpersonal skill and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Must also:

  • Have full time attendance at the Festival
  • Prepare detailed WRAP REPORT
  • Transition successor
  • Perform other duties as assigned


To apply, send a resume and cover letter to info@illuminatefilmfestival.com.

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