Job Description

Job Description

Job Description

2025 Mill Valley Film Festival

Guest Services Coordinator

Location: San Rafael, CA (15 minutes North of the Golden Gate Bridge)

Status: Seasonal, Hybrid (In-person required Sept. 25 - Oct. 17)

Dates: August 1 - October 17, 2025

Compensation: $21/hour

About CAFILM:

CAFILM supports its mission to celebrate film as art and education by presenting the annual Mill Valley Film Festival and DocLands Documentary Film Festival, exhibiting film year-round at the non-profit Christopher B. Smith Rafael Film Center in San Rafael, CA and Sequoia Cinema in Mill Valley, CA, and building the next generation of filmmakers and film lovers through CAFILM Education. Founded in 1978, the Mill Valley Film Festival is a world-renowned 11-day event held every October, screening over 200 innovative US and international films for over 60,000 attendees. MVFF has a stellar reputation as a filmmakers' festival with a high-profile, prestigious, non-competitive environment celebrating the best in independent and world cinema in gorgeous Northern California.

About the job:

As Guest Services Coordinator, you'll craft a most excellent and memorable experience for guests attending the Mill Valley Film Festival.The department is responsible for coordinating air and ground travel, accommodations, and Festival benefits for filmmakers, panelists, and other guests. You'll ensure a solid and intentional guest experience - one that welcomes guests with hospitality and has them depart with an effective relationship with the Festival.

In this role, you can expect to grow in your strengths, versatility, and competencies. You can expect an inclusive, eager team who'll support you in it, rise to the challenges with you, and grow together. You can expect the opportunity to do your best work here and to be counted on.

Your Responsibilities:

• Manage individual communication with guests regarding their festival visit and logistics

• Maintain guest information in festival database and other shared platforms
• Stay within budget
• Communicate any / all guest, budget, vendor, personnel or other issues to supervisor before issues arise whenever possible
• Arrange for booking of guest air travel
• Track all travel expenses, itineraries, and details in the festival database
• Arrange ground transportation for Festival guests to/from airports, hotels, screenings, and events.
• Work with box office to fulfill ticket requests for filmmakers
• Create and deliver all welcome packets for guests
• Create individual itineraries for welcome packets
• Attend related events, as needed
• When necessary, be at theater screenings to greet guests and facilitate filmmaker introductions to executive director and programming director
• Oversee guests' experience while at the Festival and be available to answer guest phone calls
• Arrive to work on time daily, and manage work and hours to end work at reasonable time each night
• Submit a detailed wrap report prior to contract end and participate in post-festival wrap meeting
• Be a liaisons between Donors who are offering housing for potential guests and staff

Our ideal candidate has:

• Thrives working independently and on a team
• Superb organizational and administrative skills
• Detailed, disciplined, and thorough.
• Strong computer skills, with thorough knowledge of Excel, Word, FileMaker Pro, Google Apps, Asana, Slack, Airtable
• Grace under pressure; can do attitude
• Strong managerial and leadership skills
• Proven skill with driving deadlines
• Excellent customer service, and public interaction skills
• Ability to work within a budget prioritizing expenditures
• Ability to manage time effectively and bring projects to completion despite conflicting deadlines
• Calm under pressure, managing multiple tasks with competing deadlines.
• Must have own transportation, own smart-phone, able to work nights and weekends as necessary, and work through Labor Day weekend if needed.

To apply, please submit:

• Your resume including two references
• Two (2) writing samples
• Cover letter

Our Diversity, Equity, and Inclusion Commitment:

We strive for a culture where people feel like they are valued, can bring their whole selves to work free of oppression, injustice, harassment or discrimination, and that they experience belongingness through a common purpose. We are taking steps to ensure that the California Film Institute is a safe and equitable space for staff members, filmmakers and audiences alike by incorporating inclusivity, diversity and accessibility measures into our business plan and tangible KPIs to hold ourselves accountable to serve and engage diverse audiences through our work. We are also working to examine racial justice internally in order to drive self-discovery and best inform how we can change practices and utilize our voice and position within the community.

CAFILM is an equal opportunity employer to all. We celebrate diversity and are committed to creating an inclusive environment. Our policies prohibit discrimination and harassment of any kind based on age, race, color, gender, gender expression, gender identity, religion, sexual orientation, national origin, disability, genetic information, pregnancy, military or veteran status, or any other protected characteristic as outlined by federal, state, or local laws.

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