Programming and Panels Coordinator, Mill Valley Film Festival

Location: Hybrid-Remote work except during festival periods when candidate must be on-site in Marin County, CA. San Francisco Bay Area residency preferred.

Status: Seasonal, full-time, with extended hours during festival and other busy periods.

Dates: 6/1/25 - 10/31/25

Pay: $26.00/hour

ABOUT THE CALIFORNIA FILM INSTITUTE:

CAFILM supports its mission to celebrate film as art and education by presenting the annual Mill Valley Film Festival (MVFF) and DocLands Documentary Film Festival, exhibiting film year-round at the non-profit Christopher B. Smith Rafael Film Center and Sequoia Cinema, and building the next generation of filmmakers and film lovers through CAFILM Education.

ABOUT THE JOB

Excellent opportunity for a dynamic, creative film professional to support the programming team for the 48th Mill Valley Film Festival and to lead the production aspects of MVFF panels. Successful candidates will have a film or film festival background. The position reports to the Programming Manager.

ABOUT THE MILL VALLEY FILM FESTIVAL

The Mill Valley Film Festival celebrates film as art and education. It is a well-established and respected international festival, known for its commitment to a high quality program that reflects current cinematic and cultural trends.

JOB DUTIES AND RESPONSIBILITIES

Programming Coordinator

Provide diverse administrative support in all areas of Programming Department.

Support maintaining critical festival database fields and tracking the progress of the festival selection process.

Organize and take notes for weekly programming meetings.

Arrange preview screenings for programmers.

Review exhibition history of films under festival consideration.

Assist with notification for both accepted and non-accepted entries.

Assist in sending out confirmation forms and following-up, when necessary, to ensure all relevant screening and publications data is current and correct.

Assist publications with administration for film note copy including proofing of film data and ensuring accuracy in fact-checking efforts.

Support and organize the slotting process; assist in auditing the slotting board for compliance of all time/venue expectations.

Help inputting screening info for scheduling database and theater tech sheets and show flows.

Support Programming Associate Manager with show flows and updates for Big Nights and other special screenings. Support publicity team on talent itineraries if needed.

Handle awards and support additional production needs during the festival.

Complete a final wrap report and related timeline.

Panels Coordinator

Support and coordinate festival panels, as well as Mind the Gap Summit as needed.

Contact panelists and moderators; coordinate with panel's programmer to provide panelists with schedule information, location details.

Request biographies from panelists and share panelist contact information and bios with moderators.

Provide panels copy for Publications; ensure web and program information regarding festival panels is kept current and up to date.

Ensure that seminar venues are set up to accommodate the number of panelists and anticipated size of the audience.

With Theater Ops staff, order or coordinate required number of tables, chairs, microphones and lighting for venues and requests videographer (if budgeted) to record panels.

Check with panelists for any media presentations (e.g. film clips, Power Point), liaises with Tech Director to ensure required formats are supported at the panel venue, ensures Theater staff are informed in a timely way.

Set up pre-panel Zoom meeting for moderator and panelists, if requested.

If necessary, request volunteer support, and supervise volunteers if needed. Participate in Volunteer Orientation to give a brief overview of volunteer responsibilities

Coordinate panelist needs with Guest Services Manager, including Badge requests, arrangements to deliver panelists to their panel locations as required; ensure invitations to filmmaker events (e.g. filmmaker brunches, Active Cinema hike) are included in their welcome packages.

Prepare show flow for each panel, and maintain accurate information in FileMaker database.

IDEAL EXPERIENCE

Superb organizational and administrative skills, with exceptional attention to detail.

Strong computer skills; familiarity with MS Office, AirTable and FileMaker Pro.

Film background (education, experience) and/or festival experience a plus.

Proven experience in working under pressure.

Proven skill with handling multiple deadlines.

Ability to manage time effectively and bring projects to completion.

WORKING CONDITIONS

Candidates must be able to work onsite in Marin County for the full duration of the festival and to travel between festival venues

OUR INCLUSIVITY COMMITMENT

We strive for a culture where employees sense they are valued, can bring their whole selves to work free of oppression, injustice, harassment or discrimination, and experience belongingness through a common purpose. We work to ensure that the California Film Institute is a safe, equitable, and accessible space for all-employees, filmmakers, program participants, and audiences.

EQUAL EMPLOYMENT OPPORTUNITY:

CAFILM is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment. Our policies prohibit discrimination and harassment of any kind based on age, race, color, gender, gender expression, gender identity, religion, sexual orientation, national origin, disability, genetic information, pregnancy, military or veteran status, or any other protected characteristic as outlined by federal, state, or local laws.