Executive Assistant

START DATE: April 2026
WORK HOURS: Part time. In-Person. No remote opportunities available.
REPORTS TO: Executive Director
COMPENSATION: $20.00/hr / approximately 20-25 hours per week

ABOUT US: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships.

JOB DESCRIPTION: The primary role of the Executive Administrator is to assist the Executive Director with various administrative projects. In this role, the person should be organized, able to multi-task various projects at once, and have a great sense of humor.

ENVIRONMENT: While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must.

RESPONSIBILITIES:

The responsibilities of the Executive Administrator include, but are not limited to:

• Oversee and manage Grants: research, calendar deadline date, timeline for completion and reporting
• Manage, hire, train and delegate interns for the Executive Department
• Filing all paperwork and keeping files clear and concise for auditing purposes
• Work with bookkeeper, auditor and accountant with sensitive information
• Manage accounts receivable and accounts payable
• Sponsorship, Ads, Film & Food, Grants, Invoices – Prepare contracts and keep files for audit
• Upkeep of regular monthly bills, invoicing, taxes, insurance, rent, credit cards, 401k and assisting the bookkeeper
• Acting as point of contact for all permitting via the City of Austin
• Organize board of directors meetings (three a year)
• Assist in HR related matters that tend to be confidential and sensitive – HR Team consists of Office Manager, Barb, Accounting, and Executive Assistant.
• Other responsibilities as the job may require

QUALIFICATIONS:

• Bachelor’s Degree from an Accredited University Required
• Excellent organizational skills and responsibility
• Excellent problem-solving skills and patience
• Experience working with and communicating with a team
• Excellent interpersonal skills
• Strong crisis-management skills
• Extensive customer service experience
• Ability to prioritize and delegate in high stress situations
• Able to multi-task and switch tasks quickly
• Great note taking and comprehension skills
• Must be detail-oriented Microsoft Office proficiency is required
• Basic knowledge of Quickbooks, Notion, or other Project Management system
• Sense of humor
• Must be available during the 2025 Austin Film Festival which takes place October 29th through Nov 5th

HOW TO APPLY:

• Complete application via http://bit.ly/affjobs
• Submit a cover letter
• Submit a current resume
• Provide at least three references