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2025 Production & Operations Assistant, Contract/Part-time

2025 PRODUCTION & OPERATIONS ASSISTANT, CONTRACT/PART TIME

Scope of Work: 

NewFest, New York’s leading LGBTQ+ film and media organization, is seeking a part-time Production & Operations Coordinator to help support its year-round operations. 

Founded in 1988, NewFest is New York’s largest presenter of LGBTQ+ film & media and the largest convener of LGBTQ+ audiences in New York City. NewFest’s mission is to give voice and visibility to the full scope of the LGBTQ+ experience through year-round film screenings and events, including the annual New York LGBTQ+ Film Festival. NewFest creates spaces and conversations that have the capacity to open minds, shift cultural bias, and create positive change. NewFest is dedicated to bringing together filmmakers and audiences to strengthen  a community that encompasses the wide range of representations of the LGBTQ+ experience.

The Production & Operations  Department supports the logistics and coordination of screenings, events, and general office operations at multiple venues around NY. While this department is overseen by the Festival Producer, this position reports to the Production & Operations Manager. 

Location: This position is a hybrid position,  but must be local to NYC as it requires on-site presence not only during the festivals and events but for the weeks of preparation as well.  

Dates:  Mar 1, 2025– June 30, 2025 (part time – up to 20hrs/week) + additional hours around key events. Potential to renew at conclusion of contract.

Key Dates: 

  • Queering the Canon: 4/3-4/7

  • NewFest Pride: 5/29-6/2

  • + Additional Year-Round Events


Duties and Responsibilities include: 

  • Attend, participate, and assist in facilitating weekly meetings supporting year-round programming, festival activities, and general office operations.

  • Assist the Production Manager with various administrative tasks.

  • Coordinate logistics for various screenings and events, including scheduling, vendor communications, venue teams, and volunteer confirmations.

  • Assist in coordinating production needs and schedules including but not limited to: additional production staff, transport of production materials to/from venues, activations supporting event promotion, and signage as needed

  • Work with the Publications Manager to gather approved design files needed to outfit venues and support the production, creation, delivery, and install of those materials

  • Support supply management for screening venues, ensuring timely pickups, deliveries, and accurate inventory.

  • Acquire quotes and permits needed to outfit spaces in/around venues

  • Assist in the training and management of volunteers and freelance PA’s. 

  • Assist in the organization, production,and distribution of all operation, event, and production materials to staff and venues including but not limited to signage, ballots, venue binders, and kits.

  • Gather and enter all production information into festival databases/tracking systems

  • Work and communicate effectively with several cross functional teams.

  • Be on-site on an as-needed basis in preparation for screenings, events, and activations.

  • Participate in periodic in-office inventory organization days, site visits, check-ins, set-ups, and clean-ups, providing general venue support and addressing last-minute tasks as they arise.

  • Assist with the transportation, delivery, strike, and storage of materials before, during, and after a screening, event, or activation.

  • Assist with management of the NewFest office space, including but not limited to staff access, room bookings, and organization.

  • Assist with management of virtual screenings & events held via StreamYard. 

  • In tandem with the audience services department, manage audience check-in at in person events. 

  • Manage merchandise fulfillment. 

  • Assist with loading in and out of screening venues, with ability to lift up to 20lbs as needed

  • Other duties as assigned.


Required Qualifications:

  • Must have experience working within a production or operations department, particularly in film festivals, theater venues, or similar environments.

  • Experience in inventory management, particularly for festival production supplies, merch, concessions, signage, and equipment.

  • Extensive knowledge of Google Suite (Docs, Sheets, Drive, etc.), with the ability to create and manage documents, spreadsheets, and shared resources.

  • Experience with Airtable or similar project management databases.

  • Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet tight deadlines in a fast-paced environment.

  • Excellent verbal and written communication skills, with the ability to work collaboratively and maintain clear, professional interactions with vendors, volunteers, and team members.

  • Must be comfortable with some degree of physical labor, including assisting PA’s with setup, breakdown, and transportation of materials, lifting up to 20lbs as needed.

  • Ability to be on-site in NYC as required during various festivals, events, and preparation phases.


Preferred Qualifications:

  • Familiarity with some or all of our screening venues including SVA Theatre, BAM, Nitehawk Prospect Park, The LGBTQ+ Center, The Moxy Hotel in Chelsea, etc 

  • Familiarity working in vendor relations in the event space. 

  • Familiarity with Elevent or other event management software.

  • Familiarity with StreamYard or experience in the virtual production space. 

  • Ability and comfort driving large vehicles, such as vans or trucks, for transportation of materials if/when a production assistant is unavailable.


Rate:  $500-$550/week (+ discretionary bonuses)