Conference Coordinator

POSITION: Conference Coordinator

HIRE DATE: June – November 7th

REPORTS TO: Conference Director

WORK HOURS: Contract. Monday – Friday. Will require additional hours and weekends leading up to and during the Festival and Conference. In-Person. No remote opportunities available. Local applicants are preferred.

COMPENSATION: $700/week

ABOUT US: Austin Film Festival (AFF) furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film, television, theatre, and new media to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not-for-profit 501c3 corporation.

JOB DESCRIPTION: To assist with the execution of the annual Writers Conference, the leading writer’s conference in the world, and other AFF events. This position requires a significant amount of timely and effective written and verbal communication. The position will also require the individual to manage and delegate tasks to groups of people (interns and volunteers), under the supervision and discretion of the Conference Director. The applicant should be highly organized, have excellent research skills, and work quickly and efficiently. In addition, the Conference Coordinator must be comfortable (i.e. respectful, but not star-struck) communicating with high-profile talent in the entertainment industry. In times of strife and chaos, an air of competency and collection should be maintained. This is a jump-in-head-first, high-stress position that requires tremendous multi-tasking and an unwavering commitment and respect for the writing community.

ENVIRONMENT: While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast-paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must.

RESPONSIBILITIES: The responsibilities of the Conference Coordinator include but are not limited to:

General Responsibilities:

• Coordinate the execution of one of the largest writer’s conferences in the world with professionalism and proficiency
• Brainstorm potential screenwriters, producers, executives, managers, and agents to speak at the Conference
• Assist with other administrative duties, such as answering phones, running errands, and the like

Marketing Responsibilities:

• Manage all newsletter and social media promotion of the Writers Conference and ensure that direct marketing, both institutional and programmatic, is happening consistently throughout the year.
• Develop direct marketing-pushes to target people who have indicated interest in programming and badges
• Run weekly panelist announcements for the email newsletter and social media announcements (including procuring the necessary information from panelists, posting information onto the website, and providing needed information to the Marketing department)
• Direct the “This Week in Screenwriting” newsletter segment to highlight AFF panelists in the trade, the “Panelist of the Day” social media campaign, and regular outreach to relevant groups and community partners to increase Festival attendance
• Generate ideas for and prioritize institutional marketing efforts
• Manage the logistics, execution, and coordination of successful year-round events that promote AFF
• Work with the Marketing department to develop a year-long plan for the Conference and events
• Communicate clearly, efficiently, and professionally with panelists to collect and relay relevant information before, during, and after the Conference and other AFF events

Data Management Responsibilities:

• Manage an up-to-date and comprehensive database
• Enter data of all communications, travel, and panelist details
• Meet strict deadlines to turn in data needed for printed marketing and registration materials

Hotel and Travel Responsibilities:

• Book travel, answer questions, and manage budget for panelists from out of town
• Work closely with Hotel Coordinator to ensure that travel and lodging is handled in a clear and seamless manner
• Schedule ground transportation for panelists
• Create reports and manage audits before, during, and after the Conference and other AFF events with the Office and Transportation departments

Intern Management Responsibilities:

• Recruit, train, schedule, and oversee a team of interns, apprentices, and volunteers throughout the year and during the Festival
• Assemble an intern team of 16-18 interns by the end of September

Panelist Recruitment and Communication Responsibilities:

• Research representatives to contact, conduct outreach between the Festival and representatives, and document the method of contact in the database
• Ensure that the research and outreach promote the speed and volume of the invitation process, as well as the quality and diversity of invitees
• Collect crucial information to ensure AFF can program their panels, facilitate panelist travel and lodging, market panelist appearance, and create panelist Festival badges. This is a process that takes intensive and directed follow up
• Conduct regular panelist outreach to remind panelists to book their travel and hotel, send along necessary information, and keep them up to date on any outstanding information
• Communicate with paid travel panelists to ensure seamless flight and hotel booking and keep the panelist and their teams up to date
• Provide travel information to assist in crafting panelist schedules while they attend the Festival
• Cross reference schedules to create comprehensive panelist itineraries and send to panelists
• Ensure panelist itineraries are printed and included in panelist registration materials in the lead up to the Festival

Year-Round Event Responsibilities:

• Find venues and handle venue-partner communication and contracts
• Book travel, answer questions, and manage budget for panelists from out of town
• Coordinate execution and manage the live event logistics

QUALIFICATIONS:

• Bachelor’s Degree in relevant field
• 2 years of professional experience required (internships do not qualify)
• Experience in customer relations, live events, and copy writing
• Highly organized, excellent researcher, superb communications skills, and exceptional time management
• Writing and entertainment industry knowledge preferred
• A self-motivated, self-starter adept at juggling multiple projects and problem-solving
• Time management and proven ability to meet deadlines and goals
• High degree of discretion; trustworthy, confident and responsible communicator
• Maintaining a professional attitude and attire, upholding the reputation of AFF
• Microsoft Office proficiency is required
• Basic knowledge of Project Management systems, such as Notion
• Must be available during the 2026 Austin Film Festival which takes place October 29th-Nov 5th

HOW TO APPLY:

• Complete application via http://bit.ly/affjobs
• Submit a cover letter
• Submit a current resume
• Provide at least three references