Liberal Arts Career Services
Liberal Arts Career Services

Austin Film Festival, Executive Director Assistant, Application Deadline, BTT Gateway Job ID 10343

Thu, April 30, 2015

Explore this position and learn how to apply via your BTT Gateway account,  BTT Gateway Job ID 10343 

DEPARTMENT: Executive Department
DATES OF EMPLOYMENT: Full Time (January to December)
REPORTS TO: Executive Director
HIRE DATE: May 1, 2015

MISSION/ENVIRONMENT: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers and all artists who use the language of film and television to tell a story. While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must. The Austin Film Festival is a not for profit 501c3 corporation.
OVERVIEW OF THE JOB: Assist the Executive Director with administrative support on various projects including: grants, HR & staffing, overseeing the production of annual awards luncheon, accounting & file management, On Story, City of Austin and the Events Office for all official production of the festival, overseeing security needs, keeping track of monthly bills, statements, managing interns, scheduling meetings, and assisting with various outside projects.

DUTIES & RESPONSIBILITIES: The responsibilities of the Assistant to the Executive Director include, but are not limited to:
• Oversee and manage Grants: research, calendar deadline date, timeline for completion and reporting
• Manage accounts receivable and accounts payable
• Manage, hire, train and delegate interns for the Executive Department
• Filing all paperwork and keeping files clear and concise for auditing purposes
• Work with bookkeeper, auditor and accountant with sensitive information
• Organize all audit material and follow up through the completion & tax reporting process
○ Sponsorship, Ads, Film & Food, Grants, Invoices
• Upkeep of regular monthly bills, invoicing, taxes, insurance, rent, credit cards, 401k and assisting the bookkeeper
• Manage department budgets, finances, and collecting sales data.
○ Overall On Story, Film, Travel, YRE and Summer Camp budgets
• Acting as point of contact for all permitting via the City of Austin, including parking, alley/street closures, and securing police officers, barricading and any other responsibilities regarding the Special Events office
• Assist other departments when needed
• Revise banquet event orders for the Driskill Hotel and InterContinental Stephen F. Austin Hotels during the Festival
• Produce special events: script reading, including scheduling, rehearsals and other logistics.
• Assist Operations Manager on IT projects
• Organize board of directors meeting (three a year)
• Plan the awards luncheon party during festival: order awards, keep tract of seating chart, audit against filmmaker/QuickBooks, finalize the details of the event with the Austin Club
• Assist organize travel and accommodations for year round events and staff member meetings
• Manage the Fiscal Sponsorship program
• Help Office Manager organize office morale events
• Keep the comps list for Executive Department, AV team and special programs
• Assist in HR related matters that tend to be confidential and sensitive
• Manage all copyright and E&O Insurance for On Story
• Assisting the producers of On Story
• Arrange for security at Festival

• Bachelor’s Degree from an Accredited University Required
• Excellent organizational skills and responsibility
• Excellent problem solving skills and patience
• Experience working with and communicating with a team
• Excellent interpersonal skills
• Strong analytical, resourcefulness and problem-solving skills
• Strong crisis-management skills
• Extensive customer service experience
• Ability to prioritize and delegate in high stress situations
• Able to multi-task and switch tasks quickly
• Great note taking and comprehension skills
• Must have a drive to completion
• Must be detail-oriented
• Microsoft Office proficiency is required
• Basic knowledge of Quicken, Quickbooks
• Basic knowledge of Basecamp or any other Project Management system
• Sense of humor

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    University of Texas at Austin
    FAC 18
    2304 Whitis Ave. Stop G6200
    Austin, Texas 78712-1508