Senior Coordinator, Operations & Events

About the Organization

Women In Film (WIF) is a non-profit organization dedicated to promoting equal opportunities for women, encouraging creative projects by women, and expanding and enhancing professional development and sustainability for women in all forms of media. Founded in 1973, Women In Film advocates for and advances the careers of women working in the screen industries – to achieve parity and transform culture.

About the Position:

The Senior Coordinator, Operations & Events role is based in Los Angeles and reports to the Director of Operations. The position supports all activities related to organizational operations, events and Board management. They are responsible for supporting the Director of Operations in maintaining the office culture and cleanliness. They will manage the scheduling and communication for full organization meetings, as well as scheduling and communication with the Board of Directors. They will also support the Director of Operations in coordinating production and operations of the WIF Honors event, WIF Oscar Party, salons, FYC events, and in-office events. Event coordination includes distribution of key information between teams, consultants and talent reps, coordinating tech needs, coordinating invitations and RSVP process, managing event check in, coordinating volunteers, assisting guests & invitees with questions, assisting with wrap up post events, and interfacing with other departments.

Responsibilities include:

Operations

• Manage preparation and follow up for internal/external full org meetings, which includes drafting agendas and reports
• Schedule org-wide meetings and meetings with external parties on behalf of Director of Operations and/or CEO.
• Order food for meetings and coordinate quarterly birthday celebrations
• Oversee general info email account & voicemail
• Coordinate staff computer needs with IT
• Maintain a professional office environment (i.e. organize staff plan for a clean kitchen, de-clutter common spaces) and ensure the office supplies & snacks are stocked.
• Other duties as assigned.

Events

• Support event logistics which may include: WIF Honors, Oscar Party, Salons, FYC Screenings/Panels, Summer Soiree, and Community Thank You party.
• Manage the invitation distribution process and guestlists for Oscar Party, Salons, FYC, and additional events.
• In person support at events, including helping with set up and guest check in.
• Securing and coordinating volunteers for all events.
• Oversee events email account.
• Other duties as assigned.

Board Coordination

• Manage Board Meetings and Board Committee Meeting including invite and rsvps
• Prepare quarterly Board Meeting packet; take notes at all Board meetings and occasional committee meetings.
• Maintain Board documents including: contact sheet, board terms and board meeting minutes into annual Board binder.
• Other duties as assigned.

Qualifications:

• Interest in working in a support role for an arts organization or entertainment company.
• General knowledge of film and television business, including talent relations (actors, directors, producers, executives etc).
• Microsoft Office and Google suite proficient; Adobe Creative Suite, design, database experience a plus.
• Previous experience working live events Strong verbal and written communication skills
• Excellent prioritization and organizational skills, including attention to detail while not losing sight of the big picture.
• Ability to take initiative, be creative, work well independently and as part of a team.
• Ability to navigate high level rooms with important stakeholders .
• Ability to work nights and weekends as needed.
• Committed to anti-oppression and sexual harassment training.
• A genuine interest in Women In Film’s mission and a commitment to achieving parity in the entertainment industry..

Requirements:

• Ability to work daytime, nighttime, and weekends events as needed.
• Availability for our annual Oscar Party, WIF Honors, Summer Soiree, and Community Thank You event.
• Ability to work in our offices on Tuesdays and Thursdays from 10am-4pm.
• CA Driver’s license and reliable transportation required.
• Ability to lift 50 lbs.
• Working knowledge of the entertainment industry
• Excellent organizational skills, attention to detail and accuracy
• Ability to use judgment and make independent decisions
• Ability to prioritize and coordinate multiple tasks under daily deadlines
• Ability to problem solve, respond to rapidly changing situations and maintain a level head
• A high level of initiative and enthusiasm, with a propensity for action.
• Excellent written and verbal communication skills, as well as computer literacy to include: Google Suite, Microsoft Office, Project Management software (Monday.com), Slack, MAC proficiency preferred
• Experience working with creatives and underrepresented populations.
• Ability to establish and cultivate respectful relationships with people from a variety of backgrounds and identities
• A commitment to WIF’s mission

This is an non-exempt/Full-Time Year-Round position, Monday through Friday, though weeknight and weekend hours may be required. This position reports to the Director of Operations.

Hourly rate: $27-$31/hr, depending on experience.

Location: A hybrid schedule that includes on-site work at the Los Angeles office and at local

partner venues.

Please submit a resume and cover letter HERE.

Learn more about the organization at www.WIF.org

WIF is an equal opportunity employer. WIF strongly believes in the strength of diversity and therefore, actively encourages applications encouraging people of any race, color, sex, national origin, religion, age and ability to apply for positions.