Festival Coordinator, Operations

$42,266 - $42,266/Yr

Sundance Institute - Park City, UT

Full-time - Entry Level

Remote - Park City, UT

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Festival Coordinator, Operations is responsible for assisting in the operational planning, implementation, and management of the Festival Operations department at the Sundance Institute. This role is crucial in supporting various aspects of the festival, including Venues, Theater Operations, Production, Technical Exhibitions, Transportation, and Logistics. The coordinator will work closely under the direction of the Director of Production & Operations to ensure a successful and positive experience for all artists and patrons attending the festival. This temporary position is set to work full-time from Monday, October 21, 2024, through Friday, February 14, 2025. The role requires extended hours, including evenings, weekends, and holidays, to meet key deadlines and respond to on-call needs as assigned. The coordinator must be based within a commutable distance to the Park City, UT office to work onsite in a hybrid capacity throughout the employment period, with opportunities for remote work leading up to the festival in January. Key responsibilities include maintaining festival documentation to ensure accuracy, coordinating the calendar for the Director of Production & Operations, facilitating logistics for festival planning meetings, and working within project management software to update and maintain timelines for all operations departments. The coordinator will also support operations departments as needed, provide administrative and onsite support during the festival, complete wrap report templates post-festival, and assist in festival reporting processes, including the creation of a Daily Operations Report. Additionally, the coordinator will draft and issue cross-departmental communications and provide support for events and special projects throughout the festival season.

Responsibilities

• Assist in the operational planning, implementation, and management of the Festival Operations department.
• Support Venues, Theater Operations, Production, Technical Exhibitions, Transportation, and Logistics.
• Maintain Festival Documentation (Key Milestones, Key Information Document, etc.) to assure accuracy and update accordingly.
• Coordinate and maintain the calendar for the Director, Production & Operations, including generating meeting requests in Google Calendar across time zones.
• Facilitate logistics for Festival planning meetings, including generating agendas, taking and distributing notes, and securing meeting space.
• Work within project management software to update and maintain timelines for all Operations departments.
• Schedule meetings with internal departments to review and update their needs related to Festival planning and operations.
• Provide administrative and onsite support for the Director, Production & Operations during the Festival.
• Complete and compile Operations teams wrap report templates for SFF24 once the Festival is complete.
• Support in Festival reporting processes, including the creation, testing, and implementation of a Daily Operations Report.
• Draft and issue cross-departmental communications.
• Provide support for events and additional special projects throughout the Festival season.

Requirements

• Legal authorization to work in the United States.
• Valid driver's license and successful completion of MVR background check.
• 2 years of experience with administrative project-based work for venue or live event operations, or related.
• Outstanding verbal, written, and interpersonal communication skills to work effectively with a variety of people.
• Excellent organizational skills including the ability to prioritize tasks.
• Strong attention to detail.
• Ability to maintain confidential information.
• Knowledge and experience with the Google Suite.

Nice-to-haves

• Experience with project management software.
• Ability to problem-solve quickly and efficiently.
• Experience in live event operations.

Benefits

• Employee assistance program
• Paid holidays
• Paid sick time
• Sundance Film Festival passes and benefits (varies each year)