Four CIFF Employment Contracts: Guest Relations Assistant, Fleet Coordinator, Fleet Assistant, and Cashier

Date: Jun 22, 2018

The Calgary International Film Festival's mission is to entertain and engage audiences by curating the most innovative and compelling films, and creating remarkable festival experiences.

The festival is a 12-day showcase of up to 200 multi-genre films from Canada and over 40 other countries, hosting gala events, screenings, award ceremonies and special presentations. Additionally, the festival co-presents other programs, such as Doc Soup, throughout the year.

We are now accepting applications for four contract positions (click link to scroll to each job description):

Guest Relations Assistant

Role

The Guest Relations Assistant supports the Guest Relations Manager as required, including helping to welcome invited and accredited industry guests, and assisting with travel, accommodation and hospitality arrangements.

Responsibilities include:

  • Assist with travel and accommodation arrangements for out-of-town invited guests
  • Assist with communication to all invited guests and accredited industry, including:
    • E-mail each guest their individual itinerary (Zone Festival catalogue link) at least 72 hours before their arrival, and cc the associated programmer
    • Ensure each guest receives a hard copy of their itinerary upon arrival
  • Email programmers a daily report of guests in town each day, with a link to each guest’s itinerary
  • Create and distribute “guest profiles” to festival personnel and partners in order to build familiarity with, and excitement about, the festival’s guests
  • Assist in creating welcome packs and delegate bags for out-of-town and local guests
  • Ensure that the appropriate tickets and passes are included in each invited guest’s delegate bag, including the appropriate number of single tickets to their own screenings, and work with the Ticketing Manager as required
  • Assist with setting up and running the festival’s check-in booth for invited guests
  • Lead small volunteer teams that support guest check-in
  • Assist in executing industry networking events throughout the festival
  • Create and distribute a daily bulletin by which all invited guests receive up-to-date information on industry-relevant festival events
  • Support Fleet Coordinator regarding guest transportation needs and changes, and update other staff accordingly
  • Assist the Guest Relations Manager with any other related tasks as required
  • Attend post-mortem meetings, as required
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the Festival

Qualifications:

  • Outstanding collaborator and team player
  • Experience in event planning and logistics
  • Experience using database systems; quick learner with ability to learn new systems
  • Strong oral and written communication skills
  • Strong organizational skills, including a keen eye for detail
  • Sense of pride in providing highest quality service and overall experience to industry delegates
  • Ability to multitask, work calmly and excel under tight timelines
  • Strong problem solving skills
  • Experience leading volunteers

Employment Type: Fixed Term Contract
Start Date: Starts August 16, 2018; ends October 15, 2018
Hours: Varying throughout contract. Estimated to average 16 hours per week in August; 24 hours per week in the first half of September, and full time and above during the festival (September 19 - 30), which includes long days, evenings and weekends on-site; concluding with 16 hours per week for the remainder of the contract. Involves evenings and weekends, especially during the festival.
Reporting to: Guest Relations Manager
Supervising: N/A
Salary/fee: $4,400 flat for the contract

To Apply
Email a resume and cover letter in a single document to hr@calgaryfilm.com by Thursday, July 19, 2018. Please use “Guest Relations Assistant” as the email subject line. We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.

Fleet Coordinator

Role

A key part of the Guest Relations team, the Fleet Coordinator delivers ground transportation for the festival’s invited guests using its fleet of rented vehicles.

Responsibilities include:

  • Oversee the transport of the festival’s invited guests
  • Coordinate the festival’s fleet of guest transport vehicles
  • Coordinate with the Logistics team regarding the sharing of any vehicles between the Guest Relations & Logistics units
  • Train and schedule volunteers for fleet shifts, and oversee necessary paperwork (waivers, etc.)
  • Coordinate with Finance & HR Director regarding drivers’ abstracts and related fees
  • Notify all necessary staff regarding delays or schedule changes
  • Coordinate with Publicist regarding guest interview schedules and related fleet requirements
  • Drive a festival vehicle/cargo van as required
  • Set up and strike materials related to fleet coordination in Festival HQ
  • Assist all departments with fleet-related requests as required
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the Festival

Qualifications:

  • Outstanding collaborator and team player
  • At least one year professional experience in festival/event production
  • At least one year of professional experience with fleet/vehicle dispatch and coordination
  • Experience using project/event management database systems; quick learner with ability to learn new systems
  • Experience leading volunteers
  • Excellent problem-solver and communicator
  • Ability to multitask, and to work calmly and excel under tight timelines
  • Valid driver’s license, able to provide a clean driver’s abstract, and qualified to drive a rental vehicle (thus be 25 years of age or older)

Employment Type: Fixed Term Contract
Start Date: Starts August 16, 2018; ends October 15, 2018
Hours: Varying throughout contract. Estimated average of 24 hours per week in August; 32 hours per week in the first half of September, and full time and above during the festival (September 19 - 30), which includes long days, evenings and weekends on-site; concluding with 8 hours per week for the remainder of the contract. Involves evenings and weekends, especially during the festival.
Reporting to: Guest Relations Manager
Supervising: N/A
Salary/fee: $5,500 flat for the contract

To Apply
Email a resume and cover letter in a single document to hr@calgaryfilm.com by Thursday, July 19, 2018. Please use “Fleet Coordinator” as the email subject line. We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.

Fleet Assistant

Role

Assist the Fleet Coordinator in delivering ground transportation for the festival’s invited guests using its fleet of rented vehicles.

Responsibilities include:

  • Assist with the transport of the festival’s invited guests
  • Assist with coordination of the festival’s fleet of guest transport vehicles
  • Support fleet volunteers as required
  • Drive a festival vehicle/cargo van as required
  • Assist with set up and strike of materials related to fleet coordination in Festival HQ
  • Assist all departments with fleet-related requests as required
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the Festival

Qualifications:

  • Outstanding collaborator and team player
  • Experience in festival/event production considered an asset
  • Experience with fleet/vehicle dispatch and coordination considered an asset
  • Experience using project/event management database systems; quick learner with ability to learn new systems
  • Experience leading volunteers
  • Excellent problem-solver and communicator
  • Ability to multitask, and to work calmly and excel under tight timelines
  • Valid driver’s license, able to provide a clean driver’s abstract, and qualified to drive a rental vehicle (thus be 25 years of age or older)

Employment Type: Fixed Term Contract
Start Date: Starts September 1, 2018; ends October 2, 2018
Hours: Varying throughout contract. Estimated average of 12 per week in the first half of September, and full time and above during the festival (September 19 - 30), which includes long days, evenings and weekends on-site; concluding with 8 hours per day in October. Involves evenings and weekends, especially during the festival.
Reporting to: Guest Relations Manager
Supervising: N/A
Salary/fee: $2,600 flat for the contract

To Apply
Email a resume and cover letter in a single document to hr@calgaryfilm.com by Thursday, July 19, 2018. Please use “Fleet Assistant” as the email subject line. We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.

Cashier

Role

Cashiers conduct ticket sales transactions and provide festival information to customers, ensuring outstanding customer service and secure handling of cash and tickets.

Responsibilities include:

  • Be knowledgeable about the festival’s programming, special events, venues, ticketing products and Admissions Policy
  • Understand the festival’s ticketing system and box office equipment
  • Field questions about festival programming, provide directions, answer customer inquiries by phone and email, and inform guests about prices and policies
  • Provide friendly, helpful and prompt customer service
  • Complete ticket purchase transactions by:
    • Greeting each customer
    • Identifying the requested ticketing transaction
    • Completing the transaction (e.g. pass pickup, pass/coupon redemption, credit/debit card transaction, collecting cash and making accurate change)
    • Thanking the customer
  • Answer questions from customers and resolving any concerns, or bring the concern directly to the attention of the Venue Coordinator and/or the Cashier Supervisor, Box Office Coordinator or Ticketing Manager for resolution
  • Ensure the security of all box office cash and tickets
  • Count and maintain a float
  • Provide accurate counts and reports as required
  • Complete accurate cash outs, and submit to Cashier Supervisor(s) for review
  • Keep the box office clean and well organized
  • Review supplies on a daily basis, and re-stock as necessary and/or notify the Box Office Coordinator to order materials accordingly
  • Perform daily box office maintenance duties and completing various reports as needed

Qualifications:

  • Ability to collaborate and work well in a team environment
  • Outstanding customer service skills
  • Strong verbal communication skills, including comfortable communication with customers, supervisors, peers, sponsors, VIPs, etc.
  • Experience with electronic ticketing and/or front line sales systems
  • Good math and cash handling skills
  • Strong sense of professionalism and attention to detail
  • Excellent reasoning, decision making and problem solving
  • Reliable, hardworking and resourceful
  • Availability to work daytimes, evenings and weekends

Employment Type: Fixed Term Contract
Start Date: Starts August 16, 2018; ends September 30, 2018
Hours: Varying as schedule. Evenings and weekends required, especially during the festival (September 19 – 30, 2018)
Reporting to: Box Office Coordinator
Supervising: N/A
Salary/fee: $14.50 per hour

To Apply
Email a resume and cover letter in a single document to hr@calgaryfilm.com by Thursday, July 12, 2018. Please use “Cashier” as the email subject line. We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.