Guest Experience Coordinator
/Organization:
Out On Screen
Deadline:
May. 16, 2025
Organization Description:
At Out On Screen, we look for people who share our belief in the power of film and education to improve the lives of 2SLGBTQIA+ people. Take a look at our values (https://outonscreen.com/about/who-we-are/), and if you think we’re aligned, check out our job description below!
Website:
Job Description:
JOB SUMMARY
The Guest Experience Coordinator works with the Artistic Director and the programming team to coordinate all facets of VQFF’s guests' experience at the festival, including coordinating travel, stay, artist engagements, interviews, etc.
This is a part-time position at 30 hours per week starting on July 2, 2025 and ending on September 26, 2025.
Compensation
This position has an hourly wage of $25.86 + 4% in lieu of vacation. This compensation is not negotiable as it reflects the current budget.
Details about extended benefits and paid time off are available at the bottom of this posting.
Reporting
Reports to Mary Galloway (she/they), Artistic Director
WORKING CONDITIONS
Schedule
• Expected evening/weekend commitments as follows
ο ~2 events per month outside of the festival
ο During the Festival, all staff are required to be available for 10 of the 11 days
• Evening and weekend work is reflected in Out On Screen’s banked hour system; staff can take time in lieu to ensure a balanced work week with supervisor approval
• Our regular office hours are 9am-5pm, Monday to Friday but your exact schedule can be negotiated with your supervisor pending the needs of the candidate and the organization
Physical Workspace
• Out On Screen is currently working in a hybrid format with selective work-from-home supports in place
• Our office is located in Chinatown:
ο Hot-desking via booking app
ο Elevators up to unit
ο 2 single-stall enclosed un-gendered washrooms on the same floor as our office
ο All doors are unpowered and a minimum of 30” wide
ο Our office is scent-reduced, but communal spaces are not
ο A communicable disease plan in place and is available upon request
ο Secure bike parking is available on site
ο Dog-friendly office (with an affectionate Weimaraner-in-residence)
• The Vancouver Queer Film Festival will screen films in-person at event venues and cinemas throughout Vancouver, BC.
ο These venues have a wide variety of accessibility features, all of which can be found on our website
Vacation/Time Off
• 4% additional pay in lieu of vacation
• Sixteen (16) paid health and wellness days each year, prorated for hours worked
• Option to swap statutory holidays in order to observe different religious holidays or cultural events, including Indigenous ceremonies.
Additional Benefits
• Additional benefits include a $150 wellness fund.
Responsibilities:
• Develop, monitor, and revise systems to optimize project planning and delivery
• Align project schedule and scope with the needs and expectations of staff and board
• Assemble teams and delegate project-related tasks to individuals based on skills, knowledge, and experience
• Selectively complete project tasks based on overall team capacity
• Track and monitor project progress to ensure projects are completed within budget and schedule
• Evaluate, allocate and manage available resources to make sure everybody has what they need to complete their tasks
• Facilitate communication and collaboration between project team members
• Continually assess and communicate progress at specified milestones and adjust constraints when and where needed
• Document work and create processes to support successful hand-over past contract scope
• Efficient, polite and clear communication with filmmakers and guests of the film festival to ensuring guests have what they need to have a successful time leading up to, and during the festival
• Keep festival team members up to date with information regarding guests and their needs
• Monitor shared festival inbox and ensure emails are being responded to in a timely manner and assigning emails to other team members if need be
• Coordinate artist interviews and press opportunities with VQFF’s publicity team
Qualifications:
Knowledge, Skills, Abilities
• Enthusiastic about connecting with new people and sharing a passion for 2SLGBTQIA+ art and film.
• Organized and precise, with confidence in creating and maintaining processes for tracking data.
• Strong problem-solving and empathy skills.
• Possesses strong written and verbal communication skills, meticulously checking for spelling and grammar errors to ensure accuracy and consistency in communication.
• Proactive and comfortable with self-directing work and working with minimal direction, yet able to speak up and ask for help when needed.
• Deadline-driven, capable of thriving in a fast-paced environment, managing multiple important deadlines and time constraints effectively.
Training and Experience
• Experience in hospitality or guest experience at a film festival or in the film industry.
• Experience working in customer service.
• Experience working in other arts practices.
• Experience working with intersectional queer communities.
• An interest and experience in working towards social justice.
A valid BC driver’s license is helpful but not required for this position.
How to Apply:
Application & Hiring Process
This is a youth placement position. Candidates must meet Canada Summer Jobs eligibility:
• be between 15 and 30 years of age at the start of the employment
• be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment; and,
• have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
Please apply with your resume and cover letter through our web portal (https://careers.risepeople.com/outonscreen/).
We expect this hiring process to follow these guidelines:
• Applications will be accepted until May 28, 2025
• Interviews will be held online
ο Interviews are usually 60 minutes in length and will be held roughly between June 9, 2025 and June 13, 2025
ο Applicant updates will be provided ~1 week after interviews
• Hiring decisions are made roughly a week after all interviews are complete
• Ideal start is July 2, 2025, pending availability of the candidate
Note: Individuals who may have unsupervised access to youth will be required to have a criminal record check. Out On Screen utilizes a third-party service to query these records to ensure that we can meet our legal requirements and keep candidates safer.
Out On Screen strives for meaningful employment from all communities and for our team to reflect the diversity of the communities we serve. Indigenous Peoples, Black people, people of colour, and people across the spectrums of gender, sexuality, age, and abilities are encouraged to apply.
We welcome accommodation requests in advance of interviews.
We thank all candidates for applying and appreciate their time and patience as we review the applications. Applicants will be contacted with any updates regarding their application status. Please visit our website (www.outonscreen.com) for employment updates.
Remuneration:
This position has an hourly wage of $25.86 + 4% in lieu of vacation. This compensation is not negotiable as it reflects the current budget. Details about extended benefits and paid time off are available at the bottom of the Job Description section.
