IDFA (1988) is a leading international documentary institute focused on inspiring and guiding talent. It brings together a wide range of activities: from (public) festivals, funds, and markets to new media, talent development programs, education, and a documentary hub in Vondelpark.

Throughout the year, the organization consists of 50 employees. In the months leading up to the festival, the team expands with temporary staff and interns.

For the Artistic Director, we are looking for a temporary Personal Assistant.

As a personal assistant (PA) you perform secretarial work and provide IDFA's Artistic Director (AD) with day-to-day administrative support. Your duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements. You may also be required to organize events.

In this position you have multifaceted responsibilities and functions throughout the year leading up to the intensive workload before and during the annual international film festival.

The Personal Assistant is a part of the Support Team and managed by the Artistic Director.

Tasks & responsibilities:

Tasks revolve around maximizing the time and focus of the Artistic Director and such include:

• Agenda & Meeting Management: Manage the AD’s calendar, schedule and coordinate meetings (online and onsite), and handle travel arrangements.

• Task & Deadline Tracking: Ensure timely follow-up by monitoring tasks and reminders.

• Internal & External Communication: Act as a key contact for staff, suppliers, and partners; maintain clear and professional communication.

• Writing & Reporting: Draft correspondence, reports, and presentations; take meeting notes as needed.

• Event & Logistics Support: Organise small events or presentations, including technical coordination and hospitality.

• Documentation: Keep administrative records well-organised, including travel reports, receipts, and minutes.

• Tools & Systems: Confidently use IDFA’s internal software and databases.

Required skills

• Fluency in English and Dutch, both spoken and written.

• Proficiency in modern digital tools, including MS Office (Word, Excel, Outlook, PowerPoint), and general digital literacy.

• Ability to quickly learn and adapt to new software tools, with confidence in navigating IDFA’s internal platforms — including databases, project planning tools, presentation software, and video conferencing systems.

• Strong writing skills across both formal and informal contexts, including notes, meeting minutes, briefs, reports, and email correspondence.

• Excellent organizational and time management abilities, with a structured and proactive approach to planning and prioritizing tasks.

• Cultural sensitivity and adaptability, with a strong ability to work in line with IDFA’s intercultural values and inclusive, international work environment.

• Discretion and integrity, with the ability to handle confidential information responsibly and with full trust.

• Flexibility and adaptability, with a willingness to adjust to changing priorities and support in a dynamic setting.

• Strong interpersonal skills, including tact, diplomacy, and a professional demeanor in all interactions

What do we offer?

• This position is classified under the Producer 3 role in IDFA’s job framework. The salary is based on Scale 4, which consists of 10 annual increments ranging from €2,349.42 to €3,358.26 gross per month (based on a 38-hour workweek). For this role, we are seeking candidates in the upper half of the scale, depending on experience.

• During the month August you are available 3 days a week. Full-time availability (38 hours per week) is required from September through November. (Start date to be determined in consultation), with some flexibility expected regarding overtime during busy periods.

• Hybrid work is possible: working hours can be divided between the office and remote work, depending on mutual agreement.

Diversity

IDFA is a collection of passionate, driven people with different experiences and personalities. IDFA wants to be an organization that offers space to everyone. Talent is the basis, and diversity is the strength to achieve better results. At IDFA, we believe it is important that you can simply be yourself. That is why we are curious who you are!

To apply

Do you recognize yourself in this position? Then we would like to get in touch with you! Click on the application button and upload your cover letter and CV, before June 21, 2025.

If you have any questions about the procedure, please contact Saskia Knol, HR Manager: 0652633570