Job Description

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

no later than 6pm on Wednesday 30 April 2025.

Please note that we are only handling applications electronically.

We expect that interviews will take place

w/c 5 May 2025

.

Please complete the EDI Monitoring Form through this link: https://docs.google.com/forms/d/e/1FAIpQLSelVfp5vPyF98i34B8gjgJE0eWSv1FFPcvU4jG5XUJSsuHuSw/viewform?usp=header

ABOUT EDINBURGH INTERNATIONAL FILM FESTIVAL

Edinburgh International Film Festival (EIFF) is the world's oldest continually running film festival and, in 2024, relaunched as a brand new entity with a new board of industry leaders. Honouring 70+ years of festival history, EIFF showcases the very best filmmaking talent in a re-energised format that is rooted in a local Scottish context whilst embracing the international diversity of creative expression.

EIFF is poised to accelerate the discovery of new talent through its two centrepiece competitions; The Sean Connery Prize for Feature Filmmaking Excellence, which carries a cash prize of 50K, and The Thelma Schoonmaker Prize for Short Filmmaking Excellence, which carries a cash prize of 15K, both decided by audience vote.

EIFF's August fixture runs in parallel to a host of creative festivals taking place in Edinburgh, including The Fringe, Edinburgh International Festival, Edinburgh International Book Festival, Edinburgh International Art Festival, Edinburgh International TV Festival, and many more, which sell millions of tickets to cultural connoisseurs from around the world.

The EIFF Board includes Chair Andrew Macdonald of DNA Films (TRAINSPOTTING, THE BEACH, 28 DAYS LATER, SUNSHINE ON LEITH, CIVIL WAR), Vice Chair Amy Jackson of Unified Theory (THE NEST, AFTERSUN, THE END WE START FROM), Peter Rice (former Chairman of General Entertainment at Disney and President of 21st Century Fox) and Teresa Moneo (Director of UK Film at Netflix). Helmed by CEO & Festival Director Paul Ridd and Festival Producer Emma Boa, the team works to create a world-class showcase for independent film and filmmaking talent.

A global player celebrating the very best that cinema has to offer in a modern, energised context, the core strategy of the revitalised Festival is to embed within the wider cultural offering taking place in Edinburgh in August, embracing the sense of discovery, experimentation and cross-arts collaboration.

VISION

Film will be embraced as a powerful connector locally, nationally and internationally.

MISSION

To connect film, artists and industry with audiences.

VALUES

Integrity:

We are honest, transparent and committed to strong ethical practices.

Innovation:

We are forward-thinking, experimental and committed to making bold creative choices.

Collaboration:

We are inclusive, multidisciplinary and committed to partnership working to amplify aims and benefits.

Guest Services Coordinator

Job Title: Guest Services Coordinator

Reports to: Guest Services Manager

Works with: Registrations Coordinator, Guest Drivers Coordinator, Events Manager, Hospitality Coordinator, Ticketing Coordinator

Purpose of the Role

The Guest Services Coordinator will ensure that each person attending the Festival has the most positive experience of EIFF. This may take the form of pre-Festival arrangements, accreditations, ongoing communications, travel, accommodation or hospitality. They will oversee arrangements for filmmakers, industry and press guests from all over the world, efficiently and within budget. They also manage guest schedules, support the facilitation of hospitality and networking arrangements and provide a variety of other services, including but not limited to arranging tickets, translators and babysitters if required. Working to the highest level of film industry standards, responsibilities include booking travel and accommodation efficiently and within budget, planning hospitality and networking arrangements, scheduling official appearances, organising tickets, arranging grooming, translators and babysitters if necessary, and liaising closely with filmmakers, talent agents, publicists, sales agents, distributors and other film industry professionals to plan and manage each guest's attendance. The role is also responsible for supporting the process for accreditation for all industry, press and filmmaker guests. The team works closely with and informs other key areas of the Festival, including Programme Planning, Marketing and Press, while also managing relationships with external partners and other stakeholders. The Guest Services Coordinator sits within the Guest Services team, including Registrations Coordinator, Registrations Assistant, Hospitality Coordinator, Hospitality Assistant, Guest Drivers Coordinator, Guest Drivers Assistant and Drivers.

Responsibilities

? Coordinate guest services relating to all EIFF guests and participants, as directed by the Guest Services Manager;

? As directed by the Guest Services Manager, liaise with official EIFF hotels to ensure all rooming deadlines are met, minimum collateral costs are incurred and administrative requirements are met;

? Coordinate travel and accommodation bookings for EIFF filmmaker, industry and press guests and participants as directed by the Guest Services Manager;

? Work within EIFF's purchasing systems to make sure all financial records are accurate and up-to date;

? Manage invitations for short filmmaker guests, ensuring clean lines of communication to facilitate attendance at screenings where possible;

? Liaise with EIFF teams, ensuring information is passed to each department in a timely and ordered fashion;

? As advised by the Guest Services Manager, assist with the organisation of hospitality offerings, excursions and events;

? Produce and disseminate individual schedules and timetables for visiting guests;

? Ensure the Festival's management platform (Filmchief) is accurately and promptly completed in order that guest arrangements can be tracked and that the database can be always relied upon by other departments;

? Support the Guest Services Manager with any cultural funding arrangements and agreements to support guest attendance:

? Work with the Registrations Coordinator to support accreditation of all filmmaker, industry and press guests;

? Work with the Hospitality Coordinator to support facilitation of all hospitality and networking opportunities, including feeding into guest lists;

? Work with the Ticketing Coordinator to manage filmmaker guest ticket requirements;

? Work with the Guest Drivers Coordinator to ensure car pickups are arranged for each guest;

? Liaise with EIFF Venue Coordinators over smooth management of guest arrivals for intros/Q&As;

? Work out of the office, assisting guests with orientation in Edinburgh, making sure they can make the most of networking activities, sightseeing opportunities, and ensuring their prompt arrival for Q&As and other scheduled activity, including but not restricted to press photocalls and red carpets;

? When required by the Guest Services Manager, represent the department at the EIFF morning meeting (during EIFF), making sure that all relevant and accurate information and paperwork is provided;

? Be prepared to be on duty for long and often unsociable hours during the Festival, sometimes with early starts or very late finish times;

? After the Festival ends, and as advised by the Guest Services Manager and Festival Producer, produce detailed reports including financial records of guest activity;

? The post holder must at all times carry out their responsibilities with due regard to EIFF's policies and procedures;

? Communicate effectively with colleagues and departments across the Festival to share information, meet deadlines and promote a positive working environment;

? Contribute to the successful delivery of EIFF.

General

? Communicate effectively with colleagues and departments across the Festival to share information, achieve deadlines and promote a positive working environment;

? Attend meetings and provide progress and financial reports as required;

? Always act in accordance with EIFF policies and procedures;

? Carry out other duties as reasonably requested by line management.

PERSON SPECIFICATION

Essential

? Experience of frontline/production work in a busy venue or festival

? Successfully working to a fixed schedule

? Working in a film or event related environment

? Operational knowledge of how film festivals work

? Knowledge of the film industry and film in general

? Experience of working with key stakeholders, partners, sponsors and funders

? Rigorous time-keeping

? Customer service

? Managing multi-faceted projects or activity

? Working within a set finance system

? 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

? Negotiating skills

? Attention to detail

? Ability to be flexible and respond to changing priorities

? Calmness under pressure and constant courteousness

? Proactive problem solving

? Integrity Desirable

? Other languages

? Health & Safety awareness

TERMS AND CONDITIONS

Working days: 5 days a week by agreement within standard office hours of 9.30 to 17:30, Monday to Friday. At peak times, and particularly immediately before and during EIFF, it will be necessary to work outside standard hours and at weekends.

Payment of overtime is not applicable to this post.

Contract type: Fixed term contract. June - September 2025

Salary: 27,540

Holiday entitlement: 25 days per annum plus public holidays, pro rata plus 10 public holiday of which 5 are fixed and 5 are floating days

Working arrangements: Based at EIFF offices in Techcube in Summerhall. Hybrid working arrangements can potentially be discussed and agreed

Pension Scheme: EIFF will comply with the employer pension duties in accordance with Part 1 of the Pension Act 2008, as amended or replaced from time to time

Edinburgh International Film Festival is an Equal Opportunities Employer and as such all positions will be offered to the candidate with the required skills for the post and without consideration to a candidate's race, ethnic origin, nationality, religion or belief, sex, sexual orientation, gender reassignment, age, marital or civil partnership status or disability. Please note that EIFF is not a licensed sponsor for VISAs and as such you must already have the Right to Work in the UK to apply for our roles.

ENVIRONMENTAL SUSTAINABILITY

One of EIFF's core aims is to be an environmentally sustainable business and this approach will be embedded across the organisation.

Job Types: Full-time, Fixed term contract
Contract length: 4 months

Pay: 27,540.00 per year

Work Location: In person