FESTIVAL COORDINATOR

Mountainfilm; Colorado; Hybrid; USD 25,000 - 34,000; Full time

Job summary

Mountainfilm is seeking a Festival Coordinator to provide essential administrative support across festival operations, including data entry and coordination with guests, filmmakers, and staff. The role requires meticulous organization, strong communication, and comfort with databases and spreadsheets.

It involves nights/weekends during the festival and collaboration across departments to ensure a smooth program experience.

Qualifications

• Two years of demonstrated experience in festival administration or equivalent progressive work experience.
• Excellent organizational skills and attention to detail.
• Strong communication skills, with the ability to interface easily with staff, filmmakers, guests and the public.

Responsibilities

• Provide administrative support across the festival operations.
• Providing critical data entry keeping records and databases up-to-date.
• Coordinate and provide clear guidance to attending guests and filmmakers communicating expectations.
• Manage festival details, attending guest and film information.
• Prepare and distribute program materials and guest and technical documentation.
• Support the development of festival schedules and program blocks.
• Organize and track film and media content and assets.
• Proofread and edit festival communications and materials.
• Support coordination of travel, lodging, passes and payments for guests and staff.
• Support accessibility, sustainability and community initiatives.
• Assist with marketing and promotional efforts.
• Load records and update guest and film information on the website.
• Provide administrative and programmatic support for select film programs as assigned.
• Support payment tracking and processing for payments and reimbursements.
• Support office operations by keeping shared spaces and files organized, managing shipping and receiving for programming materials, attending weekly staff meetings and contributing to festival wrap-up reports.

Skills

Festival admin exp

Organizational skills

Attention to detail

Communication

Team collaboration

Tools

Eventive

FilmFreeway

Google Docs

Airtable

Slack

Creative Cloud

Job description

The Festival Coordinator provides essential administrative support to the festival and programming teams, including accurate and timely data entry, with additional support for other departments as needed. This role is for someone that is highly organized, detail-oriented and collaborative, with strong communication skills, who is comfortable working in databases and spreadsheets, and the flexibility to step in wherever needed.

Duties and Responsibilities

• Provide administrative support across the festival operations
• Providing critical data entry keeping records and databases up-to-date
• Coordinate and provide clear guidance to attending guests and filmmakers communicating expectations
• Manage festival details, attending guest and film information
• Prepare and distribute program materials and guest and technical documentation
• Support the development of festival schedules and program blocks
• Organize and track film and media content and assets
• Proofread and edit festival communications and materials
• Support coordination of travel, lodging, passes and payments for guests and staff
• Support accessibility, sustainability and community initiatives
• Assist with marketing and promotional efforts
• Load records and update guest and film information on the website
• Provide administrative and programmatic support for select film programs as assigned
• Support payment tracking and processing for payments and reimbursements
• Support office operations by keeping shared spaces and files organized, managing shipping and receiving for programming materials, attending weekly staff meetings and contributing to festival wrap-up reports
• Perform other duties as assigned

Qualifications

• Two years of demonstrated experience in festival administration or equivalent progressive work experience
• Excellent organizational skills and attention to detail
• Enthusiasm for Mountainfilm's mission
• Strong communication skills, both written and verbal, with the ability to interface easily with staff, filmmakers, special guests and the general public
• Ability to function under pressure, anticipate and solve problems, and prioritize competing demands
• Flexible, adaptable and willing to support other team members when necessary
• Knowledge of film formats and festival production preferred
• Experience with Eventive, FilmFreeway, Google Docs, Creative Cloud, Airtable and Slack preferred
• Familiarity with Apple computers

Working Conditions

• Combination of off-site work and dedicated workstation at Mountainfilm headquarters in an open office environment
• Must be able to work some nights and weekends, and for the duration of the festival
• No extended travel plans outside the Telluride regional area in March-May
• Ability to work extended hours during the festival, often 12 or more hours per day
• Availability to work some nights and weekends as needed
• Willingness to be on call throughout the festival

Time Commitment & Schedule

FLSA Status: Hourly Non-Exempt; Seasonal

This position totals approximately 700 hours over the employment period. All overtime, including festival weekend hours, must be approved in advance. In-office schedule:

• January and February: three days per week, Monday through Wednesday
• March: four days per week, Monday through Thursday
• April through June 11: five days per week, Monday through Friday, plus weekend hours during the festival

Physical Requirements

• Ability to work on a computer, sit and stand for extended periods, read from a screen and operate a keyboard
• Working comfortably in low-light environments, at heights, or in outdoor conditions
• Ability to remain seated or standing for extended periods
• Lifting and carrying items 25 lbs or more safely
• Flexibility to perform physically active tasks, including setting up and breaking down equipment or event materials

Reasonable accommodations available for individuals with disabilities to perform essential functions.

Hiring Policy

Mountainfilm is an equal opportunity employer and does not discriminate on the basis of race, religion/creed, color, age, national origin, alienage or citizenship status, gender, gender identity, sexual orientation, disability, pregnancy, military status, familial status, domestic violence victim status, marital status or partnership status.

Mountainfilm is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to [e-mail] with Request for Accommodation in the subject line.