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We are no longer accepting applications for this role.

Summary

Reporting to the Director of Operations, the Special Events Manager leads the production, project management, and execution of all parties and receptions during SFFILM’s fall season, with a focus on Doc Stories, including the execution of a daily hospitality lounge. They will also play a key supportive role in the production of our Awards Night fundraising gala. This role will work closely with the Programming and Development departments on the goals and execution of events such as the Doc Stories Brunch, and other parties and receptions during the fall season, and will also work closely with the Development and Communications teams on sponsorship procurement, fulfillment, and the invitation process. They will oversee any Events volunteers and staff.

Application review begins August 11, but will be rolling after that. SFFILM currently supports a hybrid-remote schedule, with an average of 3 days a week in the San Francisco offices, as well as time onsite throughout the Bay Area supporting SFFILM events. This position is required to be based in the Bay Area and is expected to be available to be onsite as needed leading up to and during our 2025 Doc Stories program (November 6 – 9, 2025) and SFFILM Awards night (December 8, 2025). All staff are expected to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is September 29, 2025 and the end date is December 12, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Principal Duties

• Responsible for lead producing and project managing all SFFILM fall season parties and receptions, bringing events from conception to execution within budget
• Responsible for the execution of the Doc Stories Lounge, including leading relationships with venue and vendors
• Support the execution of private meals, including researching and confirming restaurants and menu planning
• Project manage cross-departmental workflows on all event related tasks, including facilitating conversations with other relevant decision makers on event look and feel, and reconciling priorities for different constituent groups
• Provide timely and clear information to SFFILM staff on event status during the process, and share out runs of show for all events
• Brainstorm and manage booking venues, entertainment, catering, bar service, and activities, including surrounding logistics i.e. securing permits, executing contracts, and issuing COIs when needed
• Manage Special Events budget, and track and submit all payments and expenses
• Work with the Development and Communications Departments to support the invitation process for events, including contributing to copy, oversight of capacity, and pulling RSVP lists
• Manage venue and vendor relationships, including all rentals
• Act as a key player for producing SFFILM Awards Night, including supporting any project management, supervising staff, actively working as a Production Assistant, and other duties as needed
• Support planning for the SFFILM Festival, including research and outreach for event venues, and working with the Operations team on organizing inventory and other production projects
• Work closely with the Development team on execution of sponsor obligations and in-kind partnerships
• Work closely with the Tech and Operations Manager on all technical aspects of event production
• Work with the Director of Operations and Production Manager on planning and executing load-ins and load-outs for all Events
• Create safe events that are aligned with COVID-19 safety protocols
• Work closely with Director of Operations to prioritize accessibility at all events, and make sure accessibility information is properly communicated across departments and to all necessary public touchpoints
• Work closely with the Director of Operations on preparation for the 2026 SFFILM Festival as needed
• Support other Operations team members and projects as needed
• Create a written wrap-report and summary of all necessary timeline info

Experience/Skills Required

• 2+ years experience managing events of varying size, budget, and scope
• Experience producing live events and familiarity with the pressures and challenges of meeting the needs of high-touch constituents
• Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
• Experience working in a non-profit professional environment
• Experience managing event and production staff and working with venue management
• Experience with food and beverage logistics and permitting
• Experience creating accessible events for a variety of accommodations is a plus
• Experience with film festivals is a plus
• Possess great energy and efficiency and a cooperative spirit
• Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
• Must be proactive, communicative, and able to work with minimal supervision and a limited budget
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
• Comfortable with the heavy lifting and labor inherent in loading in and out festival sites
• Comfort in Google Drive, FileMaker, Eventbrite and Basecamp a plus
• Familiarity with Bay Area event venues, artists, and performers a plus

Supervision

This position reports to the Director of Operations.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

We are no longer accepting applications for this position.

Overview

SFFILM is seeking a self motivated, organized, and creative full-time, year-round Office Manager to join our team in a role essential to the administrative operations of a busy non-profit and management of our office and facilities. This position is a great fit for a person who wants to support and grow skills in non-profit arts administration, HR, and finance. The Office Manager works closely with the entire organization, but also has numerous independent projects and significant self-directed time.

The Office Manager is a full-time position that reports to the Director of Operations, while also strongly supporting the work of the Director of HR and Administration. This position will be key to the smooth running of our office space, including front desk management and customer service, supply ordering, and serving as a point of contact for facilities related vendors and contractors. This role will work closely on SFFILM hiring and onboarding processes, as well as support the financial reconciliation and compliance requirements of the finance and executive wing of the organization.

As a core member of the Operations team, this role will also support on-site production for events including the San Francisco International Film Festival, Doc Stories, Awards Night, and more, and will help manage inventory and storage throughout the year.

As the first point of contact for office guests and facilities related needs, this role will be expected to work from our SOMA office Monday through Thursday, with the option to work remotely on Fridays. Some night and weekend availability is required, especially during event seasons.

Application review begins August 11, but will be rolling after that. This position is paid hourly at the rate of $23-$25 per hour depending on experience and is eligible for all SFFILM benefits and overtime.

Responsibilities

• Office Management
  • Lead management of SFFILM office including, but not limited to, inbound and outbound mail, phone reception, managing office supply orders and office hardware, managing kitchen cleaning and supplies, and greeting guests upon arrival.
  • Manage all office and event production supplies, keeping storage clean, organized, and inventoried.
  • Oversee the scheduling and coordinating of shared office space and conference rooms for meetings, workshops, etc.
  • Serve as the primary point of contact for property manager and facilities vendors (IT, janitorial, and others) as needed.
  • Serve as a key member of the customer service team, receiving all general calls, emails, online chat bot, and other inquiries and distributing them to the appropriate department when necessary.
  • Act as main point of contact for subletters of office spaces, including providing office tours to prospective subletters, and supporting questions and facility requests.
  • Provide light IT administrative support including computer set up, phone system maintenance, password resets, and other minor troubleshooting.
  • With the support of the Director of Operations and Executive team, lead the planning and executing of internal events for staff morale.
  • Maintain year-round materials such as SFFILM HQ calendar, Org Chart and Festival staff contact sheet.
    During non-event periods, manage Production Van, including parking, keys, and van maintenance.
• Finance and Administation
  • Working closely with the Director of HR and Administration, support financial tracking and compliance checklists.
  • Project manage org-wide credit card reconciliation.
  • Support SFFILM accounts payable process via Filemaker and Bill.com.
  • Manage logging of all administrative mail and checks.
  • Support deposit of checks.
• New Staff Hiring and Onboarding
  • Support the Director of HR & Administration with all candidate search processes, including reviewing and tracking applicants, project managing hiring workflows, and supporting candidate communications.
  • Assist with creation of seasonal agreements for new staff.
  • Project manage IT set up for new hires, including equipment and account set ups.
  • Lead orientations, office tours, and security trainings for new staff.
  • Own administrative tasks for onboarding and offboarding staff such as assigning Basecamp to-dos, scheduling Welcome
  • Emails, and equipment deployment/return.
  • Update Org Chart, Festival staff contact sheet, AirTable databases, Google Listservs, and other materials as needed when new staff is onboarded or offboarded
  • Program and manage the tracking of office key fobs and security assets for staff,FilmHouse residents, and subtenants
  • Update onboarding materials for content and character
• Production and Event Support
  • Support Operations team members with event production, including keeping inventory organized, staging materials for events, and acting as a Production Assistant during event load ins and load outs as needed.
  • Support on-the-ground event operations including front of house theater operations needs, event support, and other duties as needed.
  • Lead all Festival and year-round badge printing processes.
  • Work closely with the Communications team and other Operations teams to support the ordering and implementation of signage for all SFFILM events.

Qualifications

• 1-3 years experience in office administration, facilities management/support, and/or event operations.
• An interest in learning about multiple facets of non-profit operations will lend itself to a satisfying experience in this role.
• Extremely detail oriented with experience is managing organizational systems.
• Able to demonstrate strong writing skills, especially in a customer service setting.
• Must be proactive and highly communicative.
• Ability to work autonomously, with minimal supervision and a limited budget.
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests.
• Experience with project management systems such as Basecamp is a plus.
• Willingness/ability to perform heavy lifting up to 50 lbs.
• Must have a valid driver’s license and clean driving record, and be comfortable driving a van. Offer will be contingent upon approval from our insurance.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.