AMERICAN FILM INSTITUTE
JOB DESCRIPTION
POSITION: Coordinator, AFI Silver Theatre
DEPARTMENT: Administration & Operations, AFI Silver Theatre and Cultural Center
LOCATION: Silver Spring, MD
The American Film Institute is a nonprofit organization with a mandate to champion the moving image as an art form. Established in 1967, AFI launched the first comprehensive history of American film and sparked the movement for film preservation in the United States. In 1969, AFI opened the doors of the AFI Conservatory, a graduate-level program to train narrative filmmakers.
PRINCIPAL RESPONSIBILITIES:
The Coordinator, AFI Silver Theatre is responsible for a wide variety of support services to the Director, AFI Silver Theatre and to other AFI Silver departments, as well as serving as the receptionist. The Coordinator will act as the Ambassador for the AFI Silver Theatre and Cultural Center, providing front-line customer support to theater guests, patrons, vendors and visitors.
PRINCIPAL DUTIES:
· Assist the Director with the tracking and management of projects, programs and Institute initiatives.
· Coordinate the flow of communications and materials in the Director’s office across all AFI Departments including acting as a gatekeeper to the Director.
· Maintain the Director’s schedule to ensure meetings, events and travel are scheduled and confirmed, including coordination with the AFI office in Los Angeles.
· In collaboration with the Manager, Human Resources, assist with the onboarding process of new employees (i.e., email setup, computer, issue Datawatch card, transportation benefits, etc.).
· Prepare, forward and reconcile the Director’s and other senior staff’s expense reports and reimbursements.
· Maintain the Director’s files (physical and digital) at the highest level of detail and efficiency.
· Manage email accounts and communications via SilverInfo@AFI.com, Silver Cinema Club and Silver Tickets. Respond to general inquiries from public or members and/or forward to the appropriate staff member for response or resolution.
· Receive, handle and direct all incoming calls in a timely and professional manner.
· Act as an Ambassador for the theater, greeting guests and visitors, handling the announcement and/or escort to the appropriate staff member.
· Order and maintain office supplies for administrative office.
· Distribute all incoming mail and packages and notify appropriate staff member as necessary.
· Maintain outgoing package schedule, and coordinate occasional outgoing mailing projects. Familiarity with using FedEx, UPS and USPS a must.
· Assist in preparing and updating the weekly production meeting agenda.
· Take notes and and make updates for weekly Production meetings and staff meetings, and disseminate to staff via email as necessary.
· Assist in monitoring the AFI Silver website to ensure general information is current and accurate, and alert approporaite staff when changes and/or updates are needed.Update and maintain the office calendar.
· Assist with festival pass creation and list management.
· Assist with preparation and delivery of promotional materials as needed.
· Provide administrative support to other AFI Silver departments as needed.
· Maintain supply of extra master keys and Datawatch security passkeys, and sign out loaners when needed.
· Receive, document and temporarily store Lost and Found items; update and maintain theatre Lost and Found inventory record.
· Manage the fulfillment of community donation requests and gift certificate purchases.
· Maintain a clean and professional reception area.
· Perform other duties and responsibilities as assigned, including assisting on occasional special events on weeknights and/or weekends.
EXPERIENCE/SKILLS REQUIRED:
- Bachelor’s degree preferred.
- Minimum two (2) years administrative experience supporting a busy, multi-person department.
- Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriatefollow-up and reporting activities while not losing sight of the big picture.
- Strong time management, organizational and multi-tasking skills coupled with the ability to workindependently while being an integral member of a fast-paced, high-functioning, results oriented team; ability to work calmly under pressure.
- Excellent oral and written communication skills with the ability to convey complex concepts and procedures in simplistic terms.
- Proven project management skills with the ability to take a project from conception through completion.
- Strong diplomacy skills and consistent professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion.
- Possess a positive and professional attitude with the ability to work as a member of a high- energy, results-oriented team; ability to work with all levels of the organization.
- High level of proficiency with Microsoft Office (Word, Excel, and PowerPoint); comfortable working in an IOS-based (Mac computer) environment.
- Personal integrity with the ability to inspire confidence and trust.
- Ability to negotiate challenging situations and personalities with a professional and positive attitude.
- Demonstrate knowledge and experience in the film and television community is a plus.
SUPERVISION:
The Coordinator, AFI Silver Theatre performs all duties and responsibilities under the guidance and supervision of the Manager, Human Resources, and the Director, AFI Silver Theatre and Cultural Center.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Office: 2 years (Required)
- Administrative experience: 2 years (Required)
Ability to Commute:
- Silver Spring, MD 20910 (Required)
Ability to Relocate:
- Silver Spring, MD 20910: Relocate before starting work (Required)
Work Location: In person