Administrative Assistant

4 weeks ago

Woodbridge, Canada Vaughan International Film Festival Full time

**About**
The Vaughan International Film Festival (VFF), based in a neighbouring city of Toronto, is a not-for-profit organization highly invested in securing the future of the short film industry. Through public film screenings, scholarship opportunities, as well as engaging and informative panels, webinars, and industry events, VFF strives to support both experienced and aspiring filmmakers.

**Job description**

**Key Responsibilities**:

- Assist in organizing festival-related events and activities, including coordinating logistics, handling invitations, and managing on-site arrangements.
- Overseeing ticketing for sponsors, partners, and general guests using Eventbrite, managing ticket distribution, tracking RSVPs, and ensuring a smooth check-in process at festival events.
- Managing sponsor and guest payments by creating invoices and Chase processing, ensuring timely and accurate payment processing and maintaining detailed records of transactions.
- Managing the onboarding process of all new volunteers and staff, including updating team tracker and filing relevant documents.
- Scheduling high school and post-secondary presentations and meetings for festival executive to attend.
- Sitting in on any meetings requested by VFF executives where you can be asked to take notes or minutes accordingly.
- Picking up or dropping off documents or marketing material requested by executive.
- Supporting VFF with its marketing efforts.
- Cleaning VFF's office including, but not limited to: organizing files, cleaning floors, and kitchen area, etc.
- Assisting with updating grant tracker with timelines including due dates, amounts received, etc.
- Assisting with the drafting of event scripts based on existing formats, ensuring consistency and alignment with the festival’s branding and incorporating key information and updates.
- Providing support in reviewing festival documents, presentations, and marketing material for any spelling or grammatical errors.
- Along with the festival's growth, new responsibilities may be added on an ad-hoc basis.

**Requirements**:

- Strong written, verbal, proofreading, and organizational skills with a high attention to detail
- Great communication and interpersonal skills.
- Administrative experience a plus but not required.
- Ability to handle sensitive information with confidentiality and discretion.
- Effective time management skills, with experience working on multiple projects with varying timelines and the ability to prioritize and manage tasks efficiently.
- Ability to work in a fast-paced environment, juggle multiple priorities and work independently as well in a team setting
- Proficiency in updating and managing spreadsheets on both Numbers and Google Sheets.
- Mandatory attendance at monthly Marketing Meetings (in-person).
- Passion for film and the arts is a plus.
- **Work Schedule & Commitment**: This role is scheduled for **4 days per week to start**. As the festival season approaches, the schedule will increase to **5 days per week** to accommodate the additional responsibilities and event preparations.
- **Office Hours**: Mondays to Thursdays, 9:00 AM to 5:30 PM, with a **minimum commitment of 32 hours per week**. Additional hours will be required on an event-to-event basis.
- Please note, **this is not a remote position**. All **VFF staff members work in-office** to ensure effective collaboration and event execution.

**Benefits**
- Competitive wage - $21/hour
- Health, dental, and vision insurance (after probation period)
- Gain hands-on experience in a dynamic and creative environment
- Access to film industry events
- Work directly with notable talent in the film industry
- Contribute to the success of an internationally recognized film festival
- Please note_: If you are chosen for this role, you will be required to provide a **Vulnerable Sector Check** prior to your start date.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $21.00 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site parking
- Store discount
- Vision care

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift

Ability to commute/relocate:

- Woodbridge, ON L4L 4M5: reliably commute or plan to relocate before starting work (required)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline: 2025-01-17

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