Executive Assistant

Executive Assistant
ILLUMINATE Film Festival
Job Description

Sept 1, 2017 – June 30, 2018

Duties:

Reports to and works with the Executive & Managing Directors
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:

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