Guest Services Assistant

Salary: £25,350

Glasgow Film Festival is looking for a new Guest Services Assistant.

Glasgow Film Festival invites around 400 guests each year; from filmmakers and industry professionals, to press journalists, each year to the festival. The Guest Services Assistant will work with the Guest Services Coordinator to assist the festival by administering all aspects of the guests’ stay, liaising with them prior to arrival and ensuring they are well looked after when they reach Glasgow.

Role details:

• Full-time
• Fixed-term, 6 January to 28 March 2025
• Full job details can be found via the Glasgow Film Festival job site

Role responsibilities:

• Assist the Guest Services Coordinator, Festival Manager and Programming Teams in inviting filmmakers and VIP guests to the festival
• Support the Guest Services Coordinator in arranging the booking of all guest travel and accommodation, liaising with the guests regarding their schedules
• Support the Delegate Services Coordinator in organising festival accreditation for filmmaker guests
• Liaise with and assist the Press and Industry teams regarding travel and accommodation requirements
• Work with chauffer service and create car schedules for airport pick-ups and drop-offs
• Sourcing and booking the best deals for transport to Glasgow
• Liaise with external PR companies, agents, film distributors and travel organisations
• Create and update databases to share information
• Build schedules and welcome packs for guests
• Act as the first point of contact for guests; arrange welcomes, meet and greets, and chaperones for film screenings, dinners and social events
• Facilitate networking opportunities for guests by arranging hospitality events and entertaining guests during their stay
• Assist with sponsorship and administrative tasks as required
• Represent Glasgow Film Festival as required, potentially at external events or training

Essential criteria:

• Broad knowledge of the film industry
• Knowledge of Glasgow and local venues, infrastructure and industry
• An understanding of and commitment to equal opportunities and to making the arts accessible to all
• An understanding of environmental and sustainability issues and commitment to assisting GFF in reducing its carbon footprint
• Administration experience, preferably in an arts-related environment
• Excellent administrative and organisational skills with the ability to develop comprehensive systems and procedures
• Excellent interpersonal skills
• Strong problem-solving
• Ability to handle difficult situations calmly and sensitively
• Ability to efficiently manage a heavy workload and prioritise as appropriate to meet targets and deadlines
• Ability to use computerised systems (MS Teams, word processing, database, spreadsheets) with good keyboard skills
• Ability to work well with internal and external colleagues, collaboratively and in a team-oriented way
• Ability to work flexibly, with long days and late nights over the festival period

How to apply:

To apply,  head to the Glasgow Film Festival job site and fill out an application and equal opportunities form.

The closing date for this position is 02/12/2024 at 10:00