Programming Events Coordinator

American Cinematheque; Los Angeles (CA); On-site; USD 33,062 - 35,817; Full time

Job summary

The American Cinematheque in Los Angeles is seeking a Programming Events Coordinator to assist the Programming Events Manager in coordinating major events, premieres, receptions and rentals across our venues: Los Feliz 3, Aero Theatre, Egyptian Theatre, and Directors Village.

You will handle run-of-show planning, vendor coordination, travel itineraries for guests, and on-site event production support, while maintaining clear communications with internal teams and partners.

Qualifications

• 1 year of experience in theatre exhibition, hospitality, and/or event planning.
• Tech and computer savvy; proficient in MS Suite, Google Drive, Salesforce, and any PoS.
• Highly organized and detail oriented; outstanding administrative skills.
• Strong diplomacy, professionalism, and communication skills.
• A self-starter with exemplary interpersonal skills and ability to work collaboratively.
• Demonstrates problem-solving and conflict-management skills.
• Ability to travel between multiple venue locations in the same day.
• Able to work early mornings, nights, weekends, holidays, and over-time.
• Can multi-task in a noisy, fast-paced environment; demonstrates adaptability and level-headedness in the face of last-minute changes and high-pressure situations.
• Ability to stand or walk for extended periods of time and lift 50 pounds.

Responsibilities

• Generate daily run of shows for ongoing programming, special event run of shows, and event production documents
• Coordinate travel arrangements for special guests, including booking flights, lodging, and transportation, and generating detailed itineraries
• Edit, organize, and continuously update the Programming Events Guide and various event documents
• Maintain regular communications with the Programming Events Manager, Operations staff, and venue partners regarding upcoming events
• Communicate with studios, event partners, and vendors before events and on-site
• Assist in coordinating talent movements across all locations and liaising with talent on-site as needed
• Assist with event production on-site across all locations
• Assist with programming administration tasks as needed
• All other duties as assigned

Skills

Administrative skills

Communication

Problem solving

Conflict management

Travel readiness

Multitasking

Adaptability

Physical stamina

Tools

Salesforce

Google Drive

POS

MS Suite

Job description

Established in 1984, the American Cinematheque (AC) is a member-supported 501(c)(3) non-profit cultural arts organization dedicated to building a diverse and engaged film community through immersive film curation, conversation, and presentation. The American Cinematheque believes film is a communal experience with the power to entertain, enlighten and inspire. Since it first began showing films in theatres, the American Cinematheque has provided diverse film programming, screenings and live in-person conversations and events with thousands of filmmakers and luminaries, presenting both new and repertory cinema to the city of Los Angeles.

Over 1,700 screenings and events per year at the Aero Theatre in Santa Monica, the Egyptian Theatre in Hollywood, Los Feliz 3 in Los Feliz, and Directors Village in Westwood.

Job Summary

The Programming Events Coordinator under the direction of the Programming Events Manager assists in the collaboration between the Programming and Operations Departments, maintaining communications and workflow from the office to our teams at the Los Feliz 3, Aero Theatre, Egyptian Theatre, and Directors Village. The Programming Events Coordinator works with the Programming Events Manager to handle all aspects of special events, including working with third-party vendors, coordinating premieres and receptions, and assisting as needed.

General Responsibilities

• Assist the Programming Events Manager with coordination of all upcoming major events, receptions, premieres, and rentals
• Continuously review the programming calendar to identify upcoming needs and generate daily run of shows
• Field communications between AC departments, event partners, and vendors
• Assist with event production on-site at the Los Feliz 3, Aero, Egyptian, and Directors Village theatres, as well as at any off-site events

List of Duties

• Generate daily run of shows for ongoing programming, special event run of shows, and event production documents
• Coordinate travel arrangements for special guests, including booking flights, lodging, and transportation, and generating detailed itineraries
• Edit, organize, and continuously update the Programming Events Guide and various event documents
• Maintain regular communications with the Programming Events Manager, Operations staff, and venue partners regarding upcoming events
• Communicate with studios, event partners, and vendors before events and on-site
• Assist in coordinating talent movements across all locations and liaising with talent on-site as needed
• Assist with event production on-site across all locations
• Assist with programming administration tasks as needed
• All other duties as assigned

Qualifications

• 1 year of experience in theatre exhibition, hospitality, and/or event planning
• Tech and computer savvy; proficient in MS Suite, Google Drive, Salesforce, and any PoS
• Highly organized and detail oriented; outstanding administrative skills
• Strong diplomacy, professionalism, and communication skills
• A self-starter with exemplary interpersonal skills and ability to work collaboratively
• Demonstrates problem-solving and conflict-management skills
• Ability to travel between multiple venue locations in the same day
• Able to work early mornings, nights, weekends, holidays, and over-time
• Can multi-task in a noisy, fast-paced environment; demonstrates adaptability and level-headedness in the face of last-minute changes and high-pressure situations
• Ability to stand or walk for extended periods of time and lift 50 pounds

Physical Requirements

The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

This is a full-time, non-exempt position, offering a pay rate of $24 – $26 per hour, based on experience. Benefits become available after 90 days of employment.

EOE