Admin Coordinator, Theatrical

2 months ago

Toronto, Canada TORONTO INTERNATIONAL FILM FESTIVAL Full time

**ADMINISTRATIVE COORDINATOR**

**Permanent**

**Part-time**

**Theatrical & Non-Theatrical**

TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our mission: To transform the way people see the world, through film.

TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.

We encourage you to reflect on the land that you are on, who the traditional keepers of the land are, what the treaty relationship is, or if it’s unceded territory. TIFF is located on the Treaty Lands and Territory of the Mississaugas of the Credit and the traditional territory of the Anishinaabe, the Wendat, and the Haudenosaunee. We are grateful to work on this land.

We are currently hiring for the position of:
**ADMINISTRATIVE COORDINATOR**

Reporting to the Programme Manager, Non-Theatrical, the Administrative Coordinator provides support to the Theatrical and Film Circuit teams in scheduling, reporting, and administration.

**RESPONSIBILITIES**:
- Assist with scheduling TIFF Bell Lightbox new releases and digital TIFF Bell Lightbox titles on a weekly basis-
- Maintain, receive, produce, and track box office reports, inputting data and filing - Ensure that all reports are received in a timely manner and filed accurately-
- Prepare, support, record, and produce box office reports-
- Follow up and track unpaid distributor fees-
- Liaise with local Film Circuit organisers on payment and box office submissions-
- Bill print traffic charges to appropriate parties-
- Coordinate billings of Film Circuit Sustainability/Membership fee-
- Track and follow up on outstanding invoices-
- Maintain files and records with a high level of accuracy-
- Collect digital promotional materials-
- Assist with guests related financial administration and research-
- Assist with reconciliation of monthly expenses-
- Assist with Film Circuit Summit planning: invitations, RSVPs, itineraries.-
- Attend department meetings; record and distribute minutes to committee members-
- Administering content updates to the Film Circuit Web Portal and contact lists.-
- Collecting film publicity assets to aid Film Circuit groups’ marketing efforts.-
- Coordinate the production of Film Circuit publications and communications - ie release schedules, newsletters, e-blasts etc.-
- Support Senior Director of Industry and Theatrical with scheduling on meetings in Toronto and abroad-
- Support Senior Director of Industry and Theatrical with taking meeting minutes and actions from key meetings-
- Support other programming teams as needed**JOB GRADE & SALARY**:
- Job Grade 1**TARGET **CONTRACT DATES**:
- Start Date: May 6, 2024**WORK LOCATION**:
- Office Location: 350 King Street West, Toronto, ON M5V 3X5-
- Weekly in-office requirements:- Minimum 2 days (November to May)-
- Minimum 3 days (June to October)-
- Festival In-Office Requirements: Every day during Festival**MINIMUM REQUIREMENTS**:
- Adaptable to a flexible work schedule including some evenings and weekends-
- This position requires being in office on a regular basis.-
- At least 2 years of high-level administrative work experience-
- Exceptional proficiency in MS-Office suite; especially advanced Excel knowledge-
- Strong attention to detail and exceptional communication skills-
- Works well under pressure, possess excellent time management skills, and have the ability to meet assigned deadlines with mínimal supervision, adept at maintaining a calm demeanor in high-stress situations-
- Strong database and computer skills-
- Demonstrates good judgement and eye towards process and efficiency-
- Valid Driver’s License required (G or G2)**HOW TO SUBMIT & APPLICATION DEADLINE**:
- Please upload your cover letter and resumé as PDF(s), before the deadline of **Monday, March 25, 2024**

**CLOSING**:

- TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

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