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 midday on 9 July 2025.

Please note that we are only handling applications electronically.

We expect that interviews will take place

w/c 14 July 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 Assistant

Job Title:

Guest Services Assistant

Reports to:

Guest Services Manager

Works with:

Guest Services Coordinators, Registrations Coordinator, Guest Drivers Coordinator, Events Manager, Hospitality Coordinator, Ticketing Coordinator

Purpose of the Role

Working with the Guest Services team, the Guest Services Assistant will assist with the administration and delivery of all arrangements to support the Festival's many visiting filmmakers, industry and press guests.

Under the instruction of the Guest Services Manager, the role will assist the Guest Services Coordinators who arrange travel, accommodation, hospitality and itineraries for filmmaker, industry and press guests. You will support the administration of all guest arrangements and itineraries, and help ensure records are kept up to date at all times. The role involves working in a fast paced environment with a team working to tight deadlines with strict budgets whilst consistently providing excellent customer service to

all visiting guests. The role requires communicating effectively and professionally by email and phone, as required. During the Festival the role will be required to support the management of guest attendance at screenings, events and functions and assist with hospitality arrangements, often liaising directly with guests.

The Guest Services Assistant sits within the Guest Services team, including Guest Services Manager, Guest Services Coordinators, Registrations Coordinator, Registrations Assistant, Hospitality Coordinator, Guest Drivers Coordinator, Guest Drivers Assistant and Guest Drivers.

Responsibilities

? Assist the Guest Services team with all administration related to managing guest interactions and schedules;

? Assist the Guest Services team with building guest schedules and communicating with guests, including sending confirmations, as required;

? Under direction book travel and accommodation for an agreed number of guests;

? Accurately log information in the Festival management platform (Filmchief) and take responsibility for ensuring that this is kept up to date at all times;

? Provide excellent customer care to filmmakers, stakeholders and EIFF colleagues, helping to ensure enquiries are handled promptly and professionally;

? 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;

? 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 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. 28 July - 21 August 2025

Salary

25,350 pro rata

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: 3-4 weeks

Pay: 25,350.00 per year

Work Location: In person