Administrative Assistant

Administrative Assistant Fairhope Film Festival Part-time Contract 122

Fairhope Ave Contact:

office@fairhopefilmfestival.org 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 partners Coordinate scheduling, travel, and accommodations for staff and guests Maintain and update submission tracking databases and spreadsheets Assist with volunteer coordination and onboarding Support accreditation and press credentialing processes Prepare materials for meetings, panels, and events Handle office supply ordering and general administrative tasks Assist with on-site operations during the festival Programming Coordination Assist programing films, research and identify films that align with the festival's programming vision and audience Proactively source titles through distributor catalogs, film markets, and industry networks Initiate and manage outreach to distributors, sales agents, and rights holders to request screeners and negotiate screening rights Track the status of all programming inquiries and follow up to move conversations forward Process licensing agreements and coordinate timely payment for acquired films Maintain organized records of all programming correspondence, contracts, and deadlines Collaborate closely with the programming team to ensure selected titles are secured and delivered on schedule Qualifications 1-3 years of administrative or event coordination experience Exceptional organizational and multitasking skills Strong written and verbal communication Proficiency in Google Workspace or Microsoft Office Ability to stay calm and solution-focused in a fast-paced environment Passion for film and the arts preferred

Pay:

$18.00 - $22.00 per hour

Benefits:

Flexible schedule

Work Location:

In person