Coordinator

COORDINATOR

About the Position

This position sits within the Programs & Events Department. The Coordinator provides vital support for the Guilds Screenings Program including aspects related to PGA Official Screenings/Studio Screenings/PGAs Screener Platform which requires meticulous attention to detail ability to prioritize meet deadlines a positive attitude under stressful situations and flexible work hours including nights and weekends. This role also provides support to the full Programs & Events team across other programming needs such as the PGA Awards ancillary events Produced By Conference committee-led events happy hours networking events and zoom meetings/webinars. The Coordinator is also responsible for managing the LA-based Volunteer Program for screenings and other LA events.

How to Apply

Please upload a resume and cover letter as one PDF and answer the additional questions on this your cover letter we invite you to respond to the following prompts:

1. How do you see this job fitting into your career goals
2. Whats exciting to you about this position

Compensation Range Reporting Structure and Work Schedule

• Compensation Range: $22 - $24 per hour (equivalent to$45760 -$49920 per year) commensurate with skills and experience.
• This is a full-time non-exempt position.
• This position reports to the Director of Programs & Events (to approve weekly timesheets) and the Associate Director Screenings & Events.
• Location: Los Angeles. The Guild works on a hybrid schedule of in-office on Tues Wed and Thurs and remote on Mon and Fri.
• Due to the nature of this role the person in this position is expected to be located in Los Angeles at all times as they will be directly responsible for managing in-person screenings and Q&As.

Responsibilities

Responsibilities for the Coordinator (LA) break down as follows (Note: The Director of Programs & Events and/or other Guild leadership may modify the following responsibilities and/or percentages as appropriate to meet Guild priorities):

• Assist with start to end production of the Guilds Screenings Program - 60%
• Other Programming Needs (non-screenings related) - 30%
• Manage LA-based Volunteer Program - 10%

Screenings Studio Screeners and PGAs Screener Platform

• Assist with start to end production of all PGA Official Screenings including: drafting event registration landing pages (LA NY) & e-blast invitations for studio approval scheduling and sending e-blast invitations once approved by studio and Associate Director Screenings & Events real-time management of registration list/waitlist filling/seat fillers securing volunteers for LA screenings drafting the run of show and screening introduction creating a check-in list sending of the manual reminder email via MassMailer.
• Serve as the solo PGA Staff representative on-site for all LA-based straight screenings (at the discretion of the Associate Director Screenings & Events).
• At the direction of the Associate Director Screenings & Events assist on-site for LA Screenings Q&As (as needed basis)
• As part of screening wrap-up compile all RSVP and attendance data into Programs and Events master report for all LA Official Screenings.
• Runs and manages screening/screener mailing list reports in PGAs database auto-emailed to Associate Director Screenings & Events on a tri-weekly basis.
• Assist with troubleshooting and responding to members with questions or problems accessing their screeners.

Other Programming Needs

• Regularly monitor the department shared email inbox (from 12PM-6PM PT) to respond in a timely manner. Must have a keen sense of all events happening across the Guild so that any incoming questions can be easily addressed or directed to the appropriate team member.
• Outside of peak awards season assist as needed (and at the direction of the Director of Programs & Events) on other programming for members including committee-led events happy hours networking events and zoom meetings/webinars taking place on pacific time.
• Manage virtual events produced by the chairs / leads of member committees and working groups on an as needed basis.
• Assist with a number of PGA Awards ancillary events that the Guild produces each year which celebrate awards nominees.
• Assist with the Produced By Conference by confirming volunteers assigning their roles and overseeing their work on-site.
• Responsible for the creation of the Debra Hill Fellowship application and outreach to film school faculty to communicate program timeline and requirements. Conduct an initial review of the applications and provide a suggested recommendation of finalists.

LA-based Volunteer Program

• Maintain and update the current list of LA-based volunteers:
  • Track contact information and current interest in participating
  • Engaging with faculty at local film schools to recruit new volunteers
  • Pre-vet all new volunteers and internally track performance notes
  • Send a weekly or monthly list of volunteer opportunities for all LA events on behalf of the full Programs & Events team
  • Confirm volunteers for each of those events and add their contact information to the All Staff Calendar
  • Send reminder emails to volunteers prior to an event / thank you notes post-event
• Develop the Programs & Events Dept orientation deck for PGA intern onboarding.

Skills/Minimum Requirements

• 1-2 years relevant experience in entertainment particularly at a production company PR firm and/or live event production.
• A meticulous attention to detail including proofreading and fact-checking.
• Excellent communication skills - verbal and written. You will be required to communicate diplomatically with numerous stakeholders within and external to the organization on a timely basis.
• Strong time management skills.
• You are comfortable with public speaking.
• You must be comfortable using the following tools used by the Department: MS Office suite One Drive Sharepoint Zoom Meeting Zoom Webinar MassMailer Airtable entire Adobe suite (including InDesign Photoshop and Illustrator) Google suite and Mailchimp. You must be comfortable learning Nimble/Salesforce (our association software database).
• Cloud computing and cloud storage and best practices of both.
• Wordpress fluency is a plus.
• Bachelors degree or equivalent experience.

You will be successful and thrive in this position if you

• Love film television and emerging media and have a genuine appreciation for the individuals who produce this content and the community they seek through being a member of the Producers Guild.
• You have the ability to think and work proactively without constant supervision.
• You have an outgoing personality and are comfortable and confident in engaging members or talent as this role often serves as the host of our events.
• You are flexible and responsive to phone calls emails or text messages from colleagues working across different time zones. Your direct supervisor the Programs & Events Director is based in New York.
• Embody a positive attitude in fast-paced environments and under pressure in stressful situations. This position is directly involved in some of the Guilds most high profile events and with that comes a range of personalities and time sensitive requests.
• You are interested in growing your understanding of the real challenges facing producers and want to participate in assisting the Guild in ensuring a welcoming and professional environment for its members and industry guests at events.
• You are self-motivated and can work autonomously but you enjoy working as part of a team to find positive solutions to challenges.
• You understand that due to the nature of the position you will be expected to work some evenings and weekends particularly during awards season for screenings. During the height of the season (Sept-Feb) there may be up to three to four screenings per week which you may need to manage.

About the Organization

The Producers Guild of America represents over 8400 producers. It is a non-profit trade organization that represents protects and promotes the interests of all members of the producing team in film television and emerging media. The Producers Guild is committed to the highest standards of professionalism and ethical conduct in its operations and activities. We foster an inclusive environment where people of different experiences perspectives interests and ideas are valued engaged and enjoy full opportunities to collaborate contribute and grow professionally.

The Producers Guild of America is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We offer competitive salariesand a supportive working environment. Salary is based on a nonprofit scale and is commensurate with skills and experience.