Employment Opportunities

Job Summary(Seasonal, Part to Full-Time Position)

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive support to our Director. The Executive Assistant will play a crucial role in ensuring the smooth operation of our programs and events. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to thrive in a fast-paced, high-pressure environment.

Employment Dates: November 18, 2024 through January 17, 2025

Pay range: $26.00 - $30.00 per hour

Elements of the position include:

• Manage the Director's schedule, including scheduling meetings, appointments, and events, and ensuring they are well-prepared for each engagement.
• Maintain a high level of professionalism and confidentiality
• Assist in the planning and execution of related events, including tracking logistics, guest lists, and RSVPs.
• Prepare and edit documents, presentations, and reports as needed.
• Handle general administrative tasks, such as phone calls, email correspondence, and purchase orders
• Support the Operations department as needed
• Proofread all materials before they are distributed
• Create and distribute internal communications

Abilities required:

• Proven experience as an executive assistant or similar role
• Excellent communication skills, both written and verbal
• Exceptional organizational and time-management skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Google Workspace).
• Strong attention to detail and ability to maintain confidentiality
• Ability to work effectively under pressure and meet deadlines
• Flexibility to adapt to changing priorities and tasks
• Able to work weekends and holidays if needed

Job Summary(Seasonal, Part to Full-Time Position)

We are seeking a highly organized and detail-oriented Production Manager to join our team at the Palm Springs International Film Festival. This role is responsible for overseeing the logistics, setup, and smooth operation of all festival venues, events, and production needs. The ideal candidate will have experience in event production, excellent leadership skills, and the ability to work efficiently under pressure. This position requires a hands-on approach, coordinating with multiple teams to ensure a successful festival experience for staff, filmmakers, and guests alike.

Employment Dates: November 26, 2024 through January 24, 2025

Pay range: $26.00 - $30.00 per hour

Elements of the position include:

• Record, track, and transport all staging materials to/from festival venues, including printed materials, office supplies, beverages, sponsor products, equipment, and furniture.
• Plan and execute the setup of festival satellite offices, screening venues, and lounges, coordinating move-ins, furniture rentals, office supplies, and venue prep.
• Order and manage all production materials: furniture, lighting, signage, tents, heaters, production vehicles, etc., ensuring cost-effectiveness and timely delivery.
• Track and report budget expenditures to the Managing Director, ensuring all costs remain within approved limits.
• Assist in coordinating and staging select special events including Opening Night, Closing Night, Talking Pictures Presentations, Awards Brunch, and other high-profile festival events.
• Manage the daily production schedule: oversee production crew, coordinate step-and-repeat setups and breakdowns, stage sets, deliveries, and handle daily maintenance tasks.
• Ensure safe and correct product delivery by being on-site for scheduled deliveries and overseeing logistics.
• Update the Filmmaker Pro database with production notes, stage sets, and materials for historical records and future planning.
• Collaborate with Operations to coordinate venue load-ins, including signage placement, tents, stanchions, red carpets, venue manager and volunteer tables, strikes, line control, guest/staff parking, and any special requests.
• Ensure venues and festival areas are well-maintained and safe; anticipate needs for rain protection, trash maintenance, organization, traffic patterns, and crowd control.
• Maintain and manage production vans, tracking gas expenditures and ensuring vehicles are in good condition.
• Pick up and deliver meals for production staff and crew as needed.
• Label and track equipment and furniture to ensure proper returns to pre-festival locations post-event.
• Maintain organized storage units and record inventory regularly for efficient festival operation.
• Ensure sustainability efforts are met, such as waste management and eco-friendly materials when possible.
• Communicate with internal departments, vendors, and volunteers to ensure smooth operations.
• Other duties as assigned.

Abilities required:

• Professional appearance and demeanor, with excellent communication and interpersonal skills.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Strong leadership skills with the ability to direct and supervise a team of workers, both paid and volunteer.
• Ability to solve problems quickly and manage last-minute changes while remaining calm under pressure.
• Proficient computer skills for record-keeping and tracking; experience with FileMaker Pro or other logistics software is a plus.
• Strong collaboration skills, working closely with various teams, vendors, and external partners.
• Ability to lift 30 pounds and be comfortable being on your feet most of the day.
• Must have a reliable vehicle for transportation.
• Must be an experienced driver over 25 years of age, with comfort in driving a cargo/moving van.
• Flexibility to work extended hours, including weekends and possible holidays.
• Knowledge of safety regulations and health standards, including first aid/CPR certification (preferred).
• Strong organizational skills with attention to detail for budget tracking, inventory, and resource management.