Operations Assistant

Calgary International Film Festival - Calgary, AB (30+ days ago)

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The Operations Assistant is a dynamic role whose focus will be supporting the Operations Manager and working with the Volunteer Coordinator to plan and execute all operations- related tasks both before and during the festival.

Responsibilities include:

  • Support Operations Manager on pre-festival projects such as putting together staff binders, creating venue ‘daily’ boxes, and completing signage inventory
  • Assist with pre festival administrative work, such as acquiring quotes, liaising with external vendors, and applying for operations related permits
  • Assist Volunteer Coordinator with coordinating and running effective volunteer training and having a thorough knowledge and understanding of the volunteer plan and structure
  • Assist in building volunteer schedule using the festival volunteer management system
  • Contribute to final drafts of volunteer training materials
  • Assist with the coordination and distribution of volunteer t-shirts, volunteer passes and any other required volunteer pack materials
  • Support the planning and management of event sites, including having a knowledge of all venue layouts, contact, schedules and health & safety procedures
  • Inventory all Operations materials (radios, clipboards, flashlights) prior to festival, and track these materials throughout festival
  • Assist in planning and executing the move of all festival materials from the office and external vendors to appropriate venues
  • Acquire deep knowledge of the festival’s venues, programming, special events, ticketing products and Admissions Policy, so as to provide excellent and informed customer service to all attendees
  • Assist with daily festival operations and technical troubleshooting as needed
  • Acquire a deep knowledge of AGLC rules surrounding the festival, as well as the on-site plans for bars and liquor distribution
  • Work with the Logistics Coordinator to support any required set-up at the venue, such as red carpets, stanchions and signage
  • Float between venues in coordination with Operations Manager to assure any special events, busy screenings or logistical items are adequately supported
  • Identify any operational emergencies or unforeseen schedule changes Operations Manager
  • Other duties as identified and assigned by Operations Manager
  • Assist with post festival tear down and tidy up
  • Attend and contribute to an in-person festival post mortem
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the festival


  • Outstanding collaborator and team player
  • Quick learner and adaptable to rapidly changing situations
  • Experience in theater/festival/event production is a strong asset
  • Experience using volunteer/personnel databases and scheduling/management systems; quick learner with ability to learn new systems
  • Exceptional communication skills, both verbal and written
  • Reliable, hardworking and resourceful
  • Ability to handle difficult situations with aplomb and grace
  • Strong time management skills, the ability to manage multiple priorities concurrently, and the ability to work under, and meet, tight timelines
  • Ability to work within budget
  • Adaptable to a flexible work schedule, including some evenings and weekends
  • Preserve certified is an asset
  • Experience with developing volunteer benefit programs an asset
  • First Aid training is an asset

Job Type: Contract