Administrative Coordinator, Event Production

4 weeks ago

Toronto, Ontario, Canada Toronto International Film Festival Full time

We are currently hiring for the position of:
Administrative Coordinator, Event Production - FT


Reporting to the Manager, Event Production this position is responsible for supporting the Event Production and Hospitality department's administrative processes and procedures as well as providing occasional on-site event support as required to the Event Production and Hospitality teams.


  • Provide administrative support to the Hospitality and Event Production teams for Lightbox and Festival events
  • Representing the best interests of TIFF Lightbox clients (internal staff and/or external parties)
  • The coordination, creation and monitoring of critical paths and key dates for relevant projects and year-round operations
  • The coordination of the TIFF Lightbox schedule of events and screenings for internal and external events
  • Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.
  • Other administrative duties as assigned

RESPONSIBILITIES:

Shall include but not be limited to:

  • Provide administrative support to the Hospitality and Event Production team for TIFF Lightbox, Festival and third-party programming events.
  • Taking minutes and preparing agendas for regular departmental meetings as well as compiling and distributing debriefs, reports, presentations, and action items as required.
  • Overseeing and maintaining departmental supplies, tracking inventory, and proactively determining future inventory needs.
  • Creating and updating departmental critical paths and workbacks
  • Overseeing the execution of the calendar management process for TIFFl Lightbox events
  • Oversee the department's sponsored product management, ordering and tracking.
  • Oversee the department's administrative duties with Calendar Management and event bookings
  • Working with the Event Production team to ensure timely processing of purchase orders and invoices; track payments.
  • Providing onsite event support as required for TIFFLightbox and other Festival venues.
  • Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.
  • Assist with hiring, training, and scheduling seasonal Festival staff (reception and logistics drivers).
  • Supervising volunteers, as required
  • Maintain an office environment which is efficient, organized and friendly
  • On occasion, manage relationships with key Hospitality and Event Sales clients.
  • Other duties as assigned.

CONTRACT DATES:

Contract:
May 13 to October 04, 2024

MINIMUM REQUIREMENTS:

  • Minimum community college diploma or equivalent work experience.
  • Minimum 1 year experience in an administrative or clerical role
  • Experience and interest in event production (festivals, corporate, association, etc) an asset.
  • Strong organizational skills, with the ability to prioritize.
  • Strong verbal and written communication, interpersonal skills.
  • Office administrative and database management an asset including knowledge of Microsoft Office, Google Products, and Artifax.
  • Excellent attention to detail, budgets, timelines, and objectives.
  • Dynamic and outgoing personality with sound judgment, tact and discretion.
  • Professional manner and "can-do" attitude. Ability to both take direction and show initiative.
  • Ability to work independently and in a team environment.
  • Understanding and commitment to superior client servicing.
  • Ability to work and respond well in fast-paced and high pressure environments.
  • Adaptable to a flexible work schedule including early mornings, evenings and weekend

HOW TO SUBMIT & APPLICATION DEADLINE:

  • All applications must be submitted online through TIFF's Career Centre.
  • Please upload your cover letter and resumé as one PDF, before the deadline of Friday, April 26, 2024
We thank everyone who applies for their interest, but only candidates selected for an interview are contacted.

Candidates must be legally able to work in Canada at this time. TIFF regrets that it is unable to sponsor employment Visas.

Please send any questions via e-mail only to


If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at or x2013.

We strive to provide reasonable accommodations whenever requested

Reference:
ECNJOBID in the application

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