Overview

The Woodstock Film Festival is seeking an Administrative + Development Director to join our team and grow with us. This pivotal role involves: accounting / financial tasks, grant writing and administering, staffing, and leading the college internship program to support the festival’s success. This role works closely with the Executive Director as well as with the Deputy Director, holding one of the top positions at the organization.

RESPONSIBILITIES:

  • Assist in the financial aspects of the organization, including: audit assist, receipt management, payment processor management, event budgets
  • Grant administration, including writing narratives and submission
  • Liaise with the insurance company to secure coverage for venues and equipment
  • Help to create and administer all festival venue contracts
  • Recruit, onboard, oversee seasonal staff and payroll
  • Work with Executive Director and Deputy Director on workplace issues
  • Run internship program including recruitment, scheduling, and supervision
  • Create and submit invoices to receive payment from sponsors and other vendors
  • Track donors, donations, advertisements, and sponsorships
  • Participate in strategic planning meetings to develop new sponsors and partners
  • Other duties as assigned

SKILLS/QUALIFICATIONS:

  • Bachelor’s Degree in Business Administration, Accounting, Finance, Event Management, or a related field (or equivalent experience)
  • 2+ years of experience in finance, event coordination, or a related field, ideally within the arts, nonprofit, or festivals
  • Proficient in accounting, budget management, invoicing, payroll, grant writing and reporting, audit preparation
  • Ability to review financials, track grant funds, and write grant applications and reports to satisfy funding requirements
  • Ability to oversee multiple projects, manage timelines, delegate tasks, and ensure projects are completed efficiently
  • Strong written and verbal communication skills for creating grant narratives and other fundraising initiatives
  • Experience in hiring and managing seasonal staff, with conflict resolution skills
  • Ability to stay calm under pressure and comfortable adapting to shifting priorities
  • Capable of proactively identifying issues and finding efficient solutions to keep workflows smooth
  • Experience with financial software (QuickBooks, Excel), donor tracking systems, and project management tools
  • Must have a valid driver’s license and reliable transportation

SKILLS GOOD TO HAVE:

  • Love and knowledge of film
  • Familiarity with the Hudson Valley and its film, arts and cultural scene, with an enthusiasm for film and community engagement
  • Comfortable with technology and various software programs
  • Ability to research on the fly as needed and figure out solutions to challenges
  • Attention to detail while maintaining the big picture
  • Fast learner

Full-time position 40 hours a week Monday – Friday 9am-5pm with some weekends. Increased workload during the festival season with a starting yearly salary of $50,000. Position can be somewhat hybrid for part of the off-season but predominantly in-office in Woodstock, NY.

Official start date is as soon as the right candidate is hired.

ABOUT WOODSTOCK FILM FESTIVAL:

The 26th Annual Woodstock Film Festival is October 15th – 19th 2025. Established in 2000, the Woodstock Film Festival (WFF) is a not-for-profit 501(c)(3) organization that nurtures and supports emerging and established filmmakers, sharing their creative voices through an annual festival and year-round programming to promote culture, diversity, community, educational opportunities and economic growth.

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