Outfest

Administrative Assistant

• Oversee the event ticketing system (Elevent), including program and venue scheduling, ticket inventory, membership sales, reporting, and troubleshooting.
• Ensure accurate and timely admissions and membership sales reports are distributed to departments.
• Manage Will Call and stand-by ticketing processes across all venues.
• Reconcile all box office income and submit a detailed final report with archived files following the event.
• Partner with Production and Operations teams to coordinate Box Office logistics, including equipment, internet, and phone line setup.
• Supervise and support the Box Office Coordinator across all work needs.
• Hire, train, schedule, and oversee up to 5 box office ticket agents, as well as Box Office volunteers.
• Manage Box Office phone lines and provide leadership in resolving customer service issues.
• Maintain a visible presence at the Box Office to ensure a positive audience experience.
• Collaborate with Marketing to ensure timely communication of program or ticketing updates to buyers.
• Work with Programming and Development teams to deliver ticket and pass benefits for filmmakers, members, sponsors, and partners.

Box Office Manager

Producer

• The Production Manager oversees and executes all production elements for the Outfest NEXT event and related programming.
• Responsibilities include managing rentals, signage, receptions, red carpets, step-and-repeats, and production inventory.
• This role supervises paid staff and volunteers, ensuring efficient logistics, clear communication, and high-quality event execution.
• Strong organizational skills, adaptability, and a collaborative approach are essential.
• The position is remote-hybrid, with in-person staff meetings and full on-site presence required during the event dates of July 23 - 26, 2026.
• Secure all necessary rentals (e.g., tech/av, tables, furniture, staging) for screenings, parties, and special events.
• Set up and manage off-site box office operations, including telephone and internet connections.
• Schedule and coordinate all reception production needs during the event, from replenishments and furniture staging to other on-site requirements.
• Collaborate with Supervising Producer and Event Manager to ensure compliance with patron and staff safety requirements in securing appropriate insurance for all event sites.
• Train and supervise Production Assistants, and Special Events volunteers.
• Work closely with all departments to ensure production needs are met across programs and events.
• Manage the distribution of sponsor-donated products throughout the event.
• Maintain and manage the departmental budget, providing regular updates to the Senior Operations Manager and Executive Director.
• Provide timely reporting and documentation as required.
• Develop and manage the master production schedule for event venues, screenings, receptions, and special events.
• Coordinate load-in, setup, strike, and load-out schedules across venues.
• Schedule production staff, and volunteers to ensure coverage for all event activities.
• Attend production meetings, site visits, and walkthroughs to ensure all logistics are addressed in advance.
• Travel locally as needed for meetings, site checks, and event oversight.

Production Manager

Manager

• Overseeing the delivery, quality control, and distribution of all film assets for Outfest NEXT
• Managing the receipt, download, and transfer of exhibition files between filmmakers and Outfest’s event platform
• Maintaining and updating the print tracking database (Airtable) to monitor all incoming and outgoing film assets
• Coordinating shipments of physical media to and from event venues and ensuring timely delivery
• Arranging customs clearance and troubleshooting print or shipping issues as needed
• Quality-checking all exhibition files to identify discrepancies or errors and resolving them with film teams
• Collaborating with the projectionists to confirm playability of all assets
• Serving as a point of contact for projection teams to ensure screenings begin on time and run smoothly
• Documenting and archiving digital exhibition files for Outfest’s records.

Film Traffic Manager

Operations

• Prepare and implement logistical operation plans for all venues at Outfest NEXT.
• Oversee theater operations protocols, including line management, staffing, customer service, accessibility, and event flow.
• Serve as a central liaison across departments, synthesizing information and empowering staff.
• Ensure screenings start on time and flow smoothly, including ticket/pass scanning and filmmaker/talent support.
• Create and implement Theater Operations protocols, including line and crowd management and customer service best practices.
• Collaborate with the Senior Manager of Operations on staffing and training.

Box Office Manager

Production Manager

Film Traffic Manager

Theater Ops Manager