Job Description

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 Bell 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:

COORDINATOR, FILM OFFICE

Permanent

Full-time

Film Office

Reporting to the Manager, Film Office, the Coordinator, Film Office is responsible for providing support for the guest experience, guest logistics and administrative programming support for filmmakers and other stakeholders that are invited to participate in year-round and Festival programming initiatives. This includes content and materials collection for select programming initiatives, coordination of travel and accommodation, and onsite hosting for select guests. This position may include supervision of seasonal staff as required and will aim to ensure overall exceptional service and administrative support for both internal and external stakeholders.

RESPONSIBILITIES:

• Provide exceptional service to both internal and external stakeholders in coordinating guest logistics, ensuring data integrity of details and bookings
• Collect content and materials from stakeholders and/or archival sources for relevant programming, to be used in official TIFF publications (film stills, trailers, synopses, credits, content advisories, etc.)
• Coordinate organization and dissemination of content and materials to internal stakeholders as required, adhering to workback deadlines
• Proof/audit all relevant film materials and information within official TIFF publications (both print and digital)
• Draft, organize, and disseminate seasonal year-round programming lists (Prog Lists), noting and updating programming changes when applicable
• Act as primary guest contact, introducing guests to TIFF and assisting with any inquiries before/during/after attendance, while also serving as primary liaison between the guest and internal TIFF teams
• Coordinate travel and hospitality arrangements (flights, hotel, ground transportation, honorariums/speaker fees) for select programming guests
• Coordinate the Official Guest Invitation/Agreements process, ensuring internal teams’ guest engagement requests are represented and fulfilled, while maintaining guest contentment, explicit sign-off, and tracking of signed agreements
• Work with various internal departments to curate each guest’s experience
• Maintain shared Film Office email inboxes
• Provide administrative support for Festival guest coordination
• Maintain confidentiality of guest information and integrity of programming
• Record and track all travel and hospitality costs and purchase orders within shared databases and spreadsheets, pulling and issuing reports when necessary and ensuring costs monitored and stay within budget
• Regular financial administration including guest appearance fees (guest honorariums, Festival stipends, screening fees, etc.) and clear and complete records for POs, Cheque Requests, and Invoicing
• Assist with collection and updating of content advisories 
• Assist with Film Office meetings including bi-weekly Guest Share meetings, production meetings, and external stakeholder meetings
• Support Management as required
• Other coordination tasks and duties as assigned

TARGET START DATE:

• April 11, 2022

MINIMUM REQUIREMENTS:

• 2 to 3 years administrative experience 
• Experience with guest logistics or talent management is an asset
• Experience working at a cultural institution or in a festival environment an asset
• Strong communication, customer service, interpersonal and organizational skills
• Excellent attention to detail, budgets, timelines, and objectives
• Comfortable working with numbers, invoicing, and other financial information
• Strong organizational and project management skills with extreme attention to detail and the ability to effectively prioritize
• Strong computer skills, familiarity with databases, CRMs, project management tools, internet research, Microsoft Office, Google Suite
• Experience with Artifax event software an asset 
• Strong negotiation skills and innovative problem-solver
• Strong research skills and ongoing awareness of industry trends
• Excel in a fast paced work environment with competing priorities
• Experience supervising and motivating staff an asset
• Professional manner and “can-do” attitude, with ability to think on feet and adapt quickly to change
• Mature personal judgment, exhibiting a high level of professionalism and diplomacy, and ability to handle confidential information
• Able to handle difficult situations and people with a positive, problem-solving attitude
• Ability to both work independently and in a team environment 
• Ability to maintain broad focus while attending to detail
• Initiative and creativity to develop innovative solutions
• Understanding and commitment to superior client servicing
• Adaptable to a flexible work schedule including some evenings and weekends to meet deadlines, as well as during Festival
• Additional language(s) an asset

How to Apply

• 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, March 18, 2021. 

Job Categories: Equal Opportunities. Job Types: Full-Time.

121 total views, 0 today

Apply for this Job