Guest Services Assistant

Box; Greater London; On-site; GBP 40,000 - 60,000; Part time

Job summary

A prominent cultural organization in London is seeking a Guest Services Assistant to facilitate communications with guests and filmmakers during the festival. This part-time role requires candidates to assist with various guest-related activities from February to April 2026, working on-site. Responsibilities include supporting hospitality, managing guest lists, and assisting with event logistics. Ideal candidates will have experience in customer service, excellent communication skills, and a proactive attitude towards their work. Please note the closing date for applications is 5th January 2026.

Qualifications

• Experience in a customer or guest services role, ideally within an arts or cultural organisation.
• Strong attention to detail and a proactive approach to checking the accuracy of information.
• Excellent written and oral communication skills.

Responsibilities

• Assist with guest and filmmaker communications to ensure information is relayed clearly.
• Act as a main point of contact for guest queries.
• Support with travel and hotel bookings for guests.

Skills

Customer service experience

Attention to detail

Excellent communication skills

Ability to prioritize workload

Proactive approach

Knowledge of Microsoft Office

Job description

Salary: : £5197.50 (before tax). £135/day for 31 days and £168.75/day for 6 days (to account for longer days worked during the festival)

The post holder will work with the Guest Services Coordinator on guest and filmmaker communications, helping ensure all information about the festival is relayed to guests in a clear andorganisedmanner.

• Fixed-term contract, February to end of April
• Part-time, 2 days per week from w/c 2nd February, 4 days per week from w/c 16th March, Full time from 13th – 19th April, 2 days wrap-up after festival.
• This is an on-site position based at our London office.
• The successful candidate must be available to work throughout the full festival period, 14–19 April 2026 (including the weekend). During these dates, flexible working hours will be required.
• Work with the Guest Services Coordinator to assist on all communications with filmmakers and guests and support the smooth running of all guest related activities.
• Alongside the Guest Services Coordinator, act as main point of contact for guest queries.
• Support the Guest Services Coordinator with travel and hotel bookings.
• Assist with collating guest schedules and filmmaker welcome packs.
• Act as main point of contact for student delegates. Create and distribute student welcome pack.
• Prepare mail-outs to student delegates in lead-up to and during the festival.
• Create guest list documents, work with the Guest Services Coordinator to maintain guest lists for screenings and ensure last minute changes are communicated to Venue Coordinators.
• Liaise with printing services for delegate passes and assist with collating materials to produce these items.
• Assist with plans for Guest Office at the Festival Hub, including any relevant hires and delivery scheduling.
• Assist with guest hospitality, including arranging catering and logistics.
• Oversee guest lists for opening and closing night screenings.
• Contribute to the creation of venue packs with information on attending talent for Venue Coordinators.
• Work with Guest Services Coordinator to oversee production of delegate tote bags.
• Assist with the set-up of the Guest Office as part of the Festival Hub and be available on the information desk throughout the festival to greet guests and answer queries.
• Assist with hospitality and networking including happy hours, as required.
• Assist team with general administrative tasks.
• Act as an ambassador for Open City Documentary Festival at any events attended.
• Any other duties that are within the scope, spirit and purpose of the job, as requested by the festival team.

Person specifications

• Experience in a customer or guest services role, ideally within an arts or cultural organisation
• Strong attention to detail and a proactive approach to checking the accuracy of information.
• Excellent written and oral communication skills
• Ability to prioritise workload in a fast-paced environment.
• Ability to deal effectively with people at all levels.
• Good knowledge of Microsoft Office programs, including Excel.
• Experience working on film festivals or similar cultural events

The closing date for this position is 05/01/2026 at 09:00