Guest Services Assistant

Salary: £4,025.00 (£115/day for 35 days)

Open City Documentary Festival is currently looking for a Guest Services Assistant to assist with the planning and delivery of all Delegate & Filmmaker services in the lead-up to and throughout the festival.

About Us:

Open City Documentary Festival celebrates the art of non-fiction, creating an open space in London to nurture and champion the art of creative documentary and non-fiction filmmakers. The festival is based at UCL within the Department of Anthropology.

The thirteenth edition of the festival will take place from the 6th – 12th September 2023.

Main Purpose of the Job:

Open City Documentary Festival is currently looking for a Guest Services Assistant to assist with the planning and delivery of all Delegate & Filmmaker services in the lead-up to and throughout the festival. The post holder will work with the Guest Services Coordinator on guest and filmmaker communications, helping ensure all information about the festival is relayed to guests in a clear and organised manner.

Additional Details:

The position holder must be available to work the full dates of the festival 6th -12th of September, including the weekend. Flexible working hours will be required during the festival dates.

Dates:

17^th July – 4^th August – 3 days per week

7^th August – 1^st September – 4 days per week

4^th September – 12^th September – Full time

1 day wrap-up to be taken after the festival

Reports to: Guest Services Coordinator, Festival Producer

Duties and Responsibilities:

• Work with the Guest Services Coordinator to assist on all communications with filmmakers and guests, and support the smooth running of all guest related activities.
• Alongside the Guest Services Coordinator, act as main point of contact for guest queries.
• Support the Guest Services Coordinator with travel and hotel bookings.
• Update talent list with attending filmmakers’ details and regularly circulate to wider festival team.
• Assist with collating guest schedules and filmmaker welcome packs.
• Act as main point of contact for student delegates. Create and distribute student welcome pack.
• Prepare mail-outs to student delegates in lead-up to and during the festival.
• Create guest list documents, work with the Guest Services Coordinator to maintain guest lists for screenings, and ensure last minute changes are communicated to Venue Coordinators.
• Liaise with printing services for tote bags, delegate passes and t-shirts and assist with collating materials for the production of these items.
• Assist with plans for Guest Office at the Festival Hub, including any relevant hires and delivery scheduling.
• Assist with guest hospitality, including arranging catering and logistics.
• Oversee guest lists for opening and closing night screenings.
• Contribute to the creation of venue packs with information on attending talent for Venue Coordinators.
• Work with Guest Services Coordinator to oversee production of delegate tote bags.
• Assist with the set-up of the Guest Office as part of the Festival Hub and be available on the information desk throughout the festival to greet guests and answer queries.
• Assist with hospitality and networking including daily happy hours as required.
• Assist team with general administrative tasks.
• Act as an ambassador for Open City Documentary Festival at any events attended.
• Any other duties that are within the scope, spirit and purpose of the job, as requested by the festival team.

Person Specification

Essential Criteria:

• Strong attention to detail and a proactive approach to checking the accuracy of information.
• Excellent written and oral communication skills
• Ability to prioritize workload in a fast-paced environment.
• Ability to act as an ambassador to the festival and deal effectively with people at all levels.
• Good knowledge of Microsoft Office programs including Excel.

Desirable Criteria:

• Experience working for film festivals or similar cultural events
• Experience managing guest lists

As part of London’s Global University, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong.

We therefore particularly encourage applications from candidates currently underrepresented in UCL’s workforce and within the cultural sector. These include: people from Black, Asian and ethnic minority backgrounds, disabled people and LGBTQ+ people.

Applications

To apply please complete this form and send a CV to info@opencitylondon.com with the subject line “2023 Guest Services Assistant Application”.

Interviews will be held the week commencing 19^th of June.

The closing date for this position is 09/06/2023 at 23:59