Sydney Film Festival
Sydney Film Festival is looking for a full-time arts administrator to join the Festival for its 73rd edition and beyond!
OVERVIEW OF THE POSITION
The Festival Administrator is responsible for the day-to-day support of the office environment and maintaining the systems and processes necessary for smooth functioning of that environment. The role provides administration support for the Travelling Film Festival Manager and helps to oversee the TFF Interns.
ROLE STRUCTURE:
Reports to the Head of Finance & Administration
Reporting to the TFF Manager on TFF-related tasks
KEY RESPONSIBILITIES
Office
Administration and office support for the staff, CEO and Board
Reception
Festival staff induction, basic training and exit management
Office facilities and amenities
Office equipment management
IT Support – First Response
Travelling Film Festival
Administrative support for the Travelling Film Festival Manager
Travel arrangements
Materials Delivery & freight co-ordination
Oversight of intern
DETAILED JOB DESCRIPTION
Administrative Support for the team
Reception: assisting visitors and ensuring security
Answering and referring telephone enquiries
Maintaining and distributing staff contact lists
Manage company email profile and correspondence
Assist with placement of advertisements for staff positions
Executive Support for the CEO, Festival Director, Board and committees
Meeting regularly with CEO to update calendar, upcoming events and agendas
Collation, circulation and preparation of monthly Board reports for review by the CEO
Organising meetings and events and technical support including Board and Committee meetings
Organising SFF AGM, in liaison with Head of Finance & Administration
IT Support, with assistance of QBT
Organising the set up and maintenance of all computers and phones, including conferencing software with the support of the Head of Operations & Events and QBT
Setting up ramp-up area computers
Set up email addresses and new computers
Maintaining accurate listing of all hardware and software in use (computer asset register)
Staff Induction, basic training and exit management.
Maintaining Notion and other induction materials to enable smooth and efficient staff induction process.
Keeping records of computers and other hardware assigned to each staff member.
Ensuring that all equipment issued during the Festival is returned in good condition post Festival.
All new staff to be given initial induction training in: telephones, Festival timelines, premises, official equipment and computer protocols.
Office Maintenance
Maintaining tidiness of all staff areas particularly the kitchen and office area
Keeping storage areas (including offsite) organised, particularly in the lead up to SFF
Ensuring that archival matter stored is organised and good condition and that materials reaching their destruction date are removed/destroyed.
Assist in set up of Festival off-site satellite office.
Financial
Managing the petty cash needs of the business for all expenses less than $100.
Reconciling petty cash monthly.
Banking as needed for the Head of Finance & Administration
Managing office EFTPOS machine
Reconciliation of Company Credit Card and supporting other team members in reconciliations.
Staff Transport
Managing the Office Uber Account
Ordering, issuing and accounting Cab charge vouchers according to SFF policy, maintaining security at all times
Cancelling unused vouchers following annual SFF
Couriers and Mail
Distributing incoming mail
Completing Australia Post forms for outgoing mail
Organising mail delivery times, and couriers, as required
Taking receipt of all office deliveries
Order postal stationery
Building Management
Liaising with building management company including communicating and resolving issues that arise
Undertaking Fire Warden training and communicating necessary information to staff
Issuing, and keeping an accurate listing, of all building access keys and access levels.
Liaising with other tenants
Maintaining regular contact with other tenants – particularly in respect of shared service areas
Maintaining SFF use of shared calendars for facilities such as the meeting rooms on the ground floor
Organising and booking meetings in common areas, as required
Organising occasional social occasions with other tenants
Staff Meetings
Convening weekly staff meetings, including preparation and circulation of agenda, minutes and action list (in consultation with CEO) and setting up meeting room.
Guide meeting through Asana timeline (project management software)
Stationery and Kitchen Supplies
Responsible for ordering office stationery and kitchen supplies
Organising after hours catering as required
TRAVELLING FILM FESTIVAL
Responsibilities in relation to annual touring program:
Administration
Supporting the CRM & Ticketing Manager with Ticketing Requirements
Materials delivery
Travel arrangements
Overseeing TFF interns (with Digital Marketing Manager)
Accountabilities:
Documentation relating to operational elements
Opening night arrangements
Classification
TFF Guest and staff travel
CORE COMPETENCIES
Team Focus: Is committed and skilled at working with and assisting others to achieve positive outcomes
Flexible: Demonstrates a willingness to take on new challenges roles and responsibilities and adapt positively to changing working conditions and priorities
Self-Starting: Highly motivated to achieve, shows initiative and acts proactively to deliver excellent results without direct supervision
Interpersonal: Skilled at building rapport, understanding others needs and developing effective working relationships.
All candidates must address the selection criteria in their cover letter (no more than two pages) and provide a current Curriculum Vitae.
Applications close 21 January 2026 COB and should be sent to [email protected] with the position title as the subject. Applications should not be sent via a LinkedIn portal.
Interviews are to be held the week beginning 27 January.