Office and Admin Coordinator

Salary: £27,540 (pro-rata)

EIFF is looking for an Office & Admin Coordinator to coordinate day-to-day operations, administrative processes and office logistics.

This role is important in ensuring the smooth execution of office operations by supporting staff, coordinating resources and maintaining efficiency across all teams.

Role details

• 2.5 days p/week, undertaken within a 9.30-17.30, Mon-Fri working week
• Fixed-term, early April to September 2025
• For full details, please visit the EIFF Office and Admin Coordinator job page.

Role responsibilities

• Maintain office operations, supplies and equipment as required, ensuring a well-organised and productive workspace;
• Work with IT and H&S to organise office set-up, including desk layout and IT equipment set up in accordance with the growing team;
• Work with HR to support coordination of recruitment, onboarding and HR documentation for Festival staff, as required;
• Manage the EIFF Admin and Info inboxes, distributing emails/requests within the team, as required;
• Manage scheduling and meeting coordination for the Festival Director/Producer, as required;
• Maintain clear documentation, reports, and filing systems; ensure compliance with regulatory requirements;
• Keep up-to-date records of key stakeholder and supplier contacts within EIFF’s festival management platform (FilmChief);
• Coordinate the All Staff Meeting just prior to EIFF, ensuring all key staff and partners are invited to attend, and manage distribution of schedules, passes etc, as required;
• Act as a point of contact for suppliers, as required;
• Support the team with proofreading, as required;
• Support the team with meeting minutes, as required;
• Support the team with administrative tasks, as required;

Some further general activity may be required.

Person specifications

• Proven experience in office administration or a related field (preferably in the arts or events sector)
• Strong organisational and multitasking skills, with great attention to detail
• Excellent communication and interpersonal abilities
• Proficiency in Microsoft Office, Google Workspace, and other administrative tools
• Ability to work independently and in a fast-paced, dynamic startup environment
• Passion for film, arts and cultural events is a plus
• Customer service
• Excellent organisational skills and attention to detail
• Excellent communication and customer care skills
• Team working and ability to motivate others
• Excellent written and spoken English
• Attention to detail
• Ability to be flexible and respond to changing priorities
• Calmness under pressure and constant courteousness
• Proactive problem solving
• Integrity

How to apply

If you would like to apply for the post, please send us your CV along with a cover letter (no more than 1 side of A4) outlining why you are interested in the role and why you think you would be a suitable candidate, referring to the job description and person specification. Please also complete the online equal opportunities monitoring form.

Please email your CV and cover letter to recruitment@edfilmfest.org with the job title in the subject heading.

The closing date for this position is 14/03/2025 at 17:00