Jobs

Festival Administrator

Pay:

$6,000.00, appx. $30 an hour at 10-15 hours a week for 15 weeks (hours increase as we festival week gets closer). More details to be determined with schedule and availability of candidate.

Job time frame:

Start of June through Mid-September 2025. Must be available on site for all festival hours September 6th-8th (tentative start date of June 2nd and possible end date September 19th).

DESCRIPTION

PVDFest 2025 is seeking a highly organized and enthusiastic individual to support coordination of all festival administration; including but not limited to artist contracts, submissions spreadsheets, invoices, product ordering and procurement, artist communication, running artist check-in during the festival, as well as production schedules. They will work with both FirstWorks and ACT teams. This role reports directly to the ACT Administrative Coordinator and supports that role along with the festival Planning and Production team.

Important Notes:

• This role can have a combination of onsite working hours and remote time. Must be on site in Providence at ACT office at least once a week to be eligible for this role, 100% remote not applicable.
• This position reports directly to the Fiscal Manager at Providence ACT and works closely with FirstWorks and the entire festival team.
• Deadline: This position will remain open until filled.

The Festival Administrator is responsible for:

• Showing initiative, flexibility and good humor.
• Managing multiple documents for various stakeholders.
• Creating and managing all artist contracts.
• Handling W9s and other sensitive documents.
• Ability to implement and track payment systems as well as assist with vendor payments as needed.
• Writing and editing professionally and quickly.
• Courteously fielding email communication with artists, partners, and community members.
• Welcoming all artists and running the Artist check-in area as well as supporting all festival staff throughout festival weekend.
• Supporting existing office management for PVDFest.
• Attending Festival meetings as needed.
• Ability to communicate effectively both orally and in writing.
• Exemplifying excellent time management skills.
• Adapting to changing and varying work cultures.

Qualifications:

• Must have some weekday availability during time frame of contract (time to be determined but must be between 9am-4pm M-F and available for all festival weekend and night related events).
• Passion for Providence’s arts, cultural diversity, and creativity.
• Proficiency with Microsoft Office suite for PC.
• Familiarity with online workflow systems such as Asana, Outlook, & Gmail suite.
• Experience engaging diverse communities.
• Ability to manage the needs of multiple stakeholders and projects simultaneously.
• Excellent customer service and interpersonal communication skills, with ability to interact professionally with colleagues and external partners.
• Ability to communicate effectively both orally and in writing.
• Ability to learn quickly and be effective in a fast-paced environment.
• Excellent organizational, time management, and follow-up skills.
• Acute attention to detail as well as editing/data entry skills.
• Must be responsive to deadlines and timelines as well as being highly communicative.
• This role includes standing and walking for long periods of time, lifting up to 30lbs, and requires reliable transportation to downtown Providence.

PVDFest welcomes and encourages diversity in our workforce at all levels of the organization. We provide equal employment opportunities to all employees and applicants for employment and prohibit hiring discrimination of any type. All PVDFest hiring decisions are made without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Application Instructions:

• Please send a resume with a cover letter which clearly articulates your interest and qualification for the position with PVDFest.
• Please include at least 2 professional references.
• Place “PVDFest 2025 Festival Administrator” in the subject line and send electronic submissions to Ellary Gamache egamache@providenceri.gov.

Thank you, we appreciate your interest!