Administrative Coordinator, Marketing

Posted: Apr 16, 2025 Closing date of the competition: Apr 30, 2025

**Location**: Montreal (Balmoral) **Flexibility Profile**: Hybrid **Salary Range**: 6 - $60,275 to $74,064 (under review) **Position Status**: Temporary - Full-time, 12 months **Position Number**: 00338633 **Division**: Programming - Creation, Distribution and Marketing **Department**: PCDM Operations **Union Category**: CUPE

Are you passionate about great storytelling, about exploring the issues that matter, about pushing the boundaries in new audiovisual experiences? So are we. As Canada’s public producer and distributor, the National Film Board has been telling the country’s stories and pioneering breakthroughs in virtually every field of audiovisual content since 1939. But to do this, we need a team that truly reflects the richness and diversity of Canada. If you’d like to be a part of this team—and part of the NFB’s incredible legacy—we’d love to hear from you.

**SUMMARY OF DUTIES**

Coordinates administrative activities for Marketing and Creative Services units and executes administrative tasks related to NFB marketing activities. In collaboration with the Administrator, the Marketing Units and Creative Services, handles administrative coordination, including the creation of purchase orders, contracts, updating the financial system and tracking tools, etc., in accordance with deadlines.

**MAJOR RESPONSIBILITIES**
- Performs administrative tasks related to the purchase of goods, service contracts, reimbursement requests, preparation of purchase orders and requisitions; ensures systems (SAP) and tracking tools (Smartsheet) are kept up to date.
- Supports the preparation and coordination of contracts for the Marketing units, including drafting contracts (personal services contracts and/or based on scale agreements), obtaining approvals, liaising with contracted individuals and ensuring all supporting documents (e.g., timesheets, payment forms) are completed.
- Upon request from the Marketing Coordinators, helps plan and coordinate shipping and other logístical needs related to events such as launches, community screenings, etc.
- Supports the Marketing Units’ Administrator in managing media plans, regularly verifying financial commitments (including revenues and expenses), entering data into the financial system and updating relevant tools.
- On occasion, produces financial commitment reports, follows up on commitments and updates relevant systems and tools.
- Coordinates supplier creation requests, as well as related updates and changes.
- Provides support in coordinating travel arrangements, prepares travel contracts, coordinates logistics (transportation, accommodation, excess-baggage tickets, etc.), and assists team members with their expense accounts.
- Led by Operations, contributes to continuous-improvement initiatives for the Marketing Units’ administrative processes and tools by proposing ideas, preparing documents, etc.
- Coordinates IT equipment and telecommunications tool requests, submits access and card requests for new hires and freelancers.

**REQUIRED QUALIFICATIONS**
- College diploma in Business Administration, Media Production or equivalent;
- Minimum of five (5) years’ experience in a similar position, or an equivalent combination of training and experience;
- Experience using a variety of project-tracking software (e.g., Flow, Smartsheet) and visual presentation and collaboration tools (e.g., MS Office);
- Previous experience in the field of audiovisual production, marketing, distribution and/or streaming is an asset;
- Good knowledge of basic accounting principles and computerized financial systems such as SAP;
- Bilingualism in the official languages (French and English), both orally and in writing.

**PERSONAL QUALITIES**
- Initiative, autonomy, adaptability, strong customer-service orientation and inclination for collaboration;
- Excellent ability to manage multiple tasks simultaneously, with an organized, meticulous, structured and rigorous approach to work;
- Ability to establish good interpersonal relationships and to be effective in professional interactions;
- Proficiency with computer tools and ability to quickly learn new office software.
- The NFB is also committed to developing inclusive, barrier-free selection processes and work environments. Feel free to advise us of any accommodation needs._
- Please note that only applicants selected for an interview will be contacted._