Administrative Assistant

Administrative Assistant

Fairhope Film Festival

Part-time Contract

122 Fairhope Ave

Contact: [email protected]

About the Festival

The Fairhope Film Festival was created to bring the “best of the best” in world cinematic culture to our region, to introduce our area as a viable location for the film industry, to encourage Alabama filmmakers, and to support the state and local economy.

Role Overview

We're looking for a highly organized, detail-oriented Administrative Assistant to support the day-to-day operations of our film festival. This role is the backbone of our team — keeping communications flowing, logistics on track, and our staff and volunteers set up for success.

Responsibilities

General Administration

Manage correspondence with filmmakers, sponsors, vendors, and partnersCoordinate scheduling, travel, and accommodations for staff and guestsMaintain and update submission tracking databases and spreadsheetsAssist with volunteer coordination and onboardingSupport accreditation and press credentialing processesPrepare materials for meetings, panels, and eventsHandle office supply ordering and general administrative tasksAssist with on-site operations during the festivalProgramming Coordination

Assist programing films, research and identify films that align with the festival's programming vision and audienceProactively source titles through distributor catalogs, film markets, and industry networksInitiate and manage outreach to distributors, sales agents, and rights holders to request screeners and negotiate screening rightsTrack the status of all programming inquiries and follow up to move conversations forwardProcess licensing agreements and coordinate timely payment for acquired filmsMaintain organized records of all programming correspondence, contracts, and deadlinesCollaborate closely with the programming team to ensure selected titles are secured and delivered on scheduleQualifications

1–3 years of administrative or event coordination experienceExceptional organizational and multitasking skillsStrong written and verbal communicationProficiency in Google Workspace or Microsoft OfficeAbility to stay calm and solution-focused in a fast-paced environmentPassion for film and the arts preferredPay: $18.00 - $22.00 per hour

Benefits:

Flexible scheduleWork Location: In person