Job Description

COORDINATOR, FESTIVAL PROGRAMMING 

Permanent

Full Time 

Festival Programming

The Coordinator, Festival Programming is responsible for providing administrative support to the Film departments, with a focus on Festival Programming for programming, planning and execution of the Toronto International Film Festival and applicable year round initiatives, as well as direct administrative support to the Director, Festival Programming and Cinematheque. Responsibilities will include: film information tracking and database management, preview screening coordination, scheduling support, driver coordination, and daily administrative support. This position works in collaboration with teams to ensure exceptional service, support, and administrative processes for internal and external stakeholders. This position supervises applicable seasonal Festival Programming staff. 

RESPONSIBILITIES:

Shall include, but not be limited to:

• Assist with coordination and administrative processes related to the execution of the Toronto International Film Festival
• Enter and maintain a large volume of film tracking information in film database, across key spreadsheets and documents according to established guidelines, and conducting research, as needed

• Assist with the management of departmental email addresses and email lists and organizing the information to be communicated, as required
• Participate in film scheduling processes: data entry, conflict checks, schedule letter and notification processes, and proofing information for key publications, press releases, and online
• Create hospitality invitations, as required
• Create film and guest invitations; build film invitation packages using invitations database and sending them in a timely manner. 
• Prepare materials for meetings and presentations as required
• Prepare reports, data analysis and industry research as required
• Send and track RSVPs for Festival in-person or digital events
• Provide financial administration support including budget and expenses tracking, Netsuite administration; PO, invoices, cheques processing and; reconciliation
• Perform data audits for film information 
• Provide direct administrative and scheduling support to Director, Festival Programming and Cinematheque, as required 
• Provide administrative and research support to Cinematheque Programming, as applicable
• Consistently upload Film Notes to Artifax as received from various committees post-screening
• Liaise with Film Office to track Cannes travel and accommodations, and plan onsite dinners and/or meetings for staff and IC programmers
• Providing assistance with hiring, onboarding, training, and supervising seasonal staff
• Coordinate departmental seasonal drivers and their schedules during the festival
• Coordinate in-person and online Preview Screenings for the Festival and year-round programmes
• Book and attend meetings and events as required
• Assist department in other projects as required 
• Write detailed post-mortem reports
• Other coordination and administrative duties as required and assigned 

JOB GRADE & SALARY:

• Job Grade 2
• $50,000-65,000/ Annually

TARGETED START DATE:

• May 22, 2023

MINIMUM REQUIREMENTS:

• 2+ years experience in project coordination, business or arts administration
• Previous festival or event planning experience considered an asset
• Familiarity with the film industry and international cinema
• Degree or diploma in Film Studies or related area considered an asset
• Detail and process-oriented with strong administrative and organizational skills 
• Experience handling large volumes of data or information with accuracy
• Excellent phone manner, communication fluency and interpersonal strengths
• Precise memory for names, positions, companies and situations
• Mature personal judgment, exhibiting a high level of professionalism and diplomacy and ability to handle confidential information
• Ability to handle difficult situations and people with a positive, problem-solving attitude
• Advanced knowledge of Microsoft Office Suite (specifically Excel), Google Suite, and relational databases (experience with Artifax considered an asset)
• Strong research skills and ongoing awareness of industry trends
• Ability to work both independently and in a team environment 
• Desire and ability to take initiative and coordinate projects
• Ability to work, prioritize and respond well in deadline-oriented, fast-paced and high pressure environments 
• 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 FestivalVolunteer and Intern supervision experience an asset
• Additional language(s) and asset 
• 9am-5pm, Monday thru Friday
• Required to be in the GTA for the duration of the contract and in office at minimum 3 days/week
• Mostly sitting, regular interruptions
• More flexible schedule and availability required in lead up to and during 11 days of Festival
• Adaptable to a flexible work schedule including some evenings and weekends
• Must be available to fully work regular and extended hours on the weekends from July 22 to August 6, 2023, as well as full duration of Festival

How to Apply

• Please submit a cover letter and resumé as one PDF before WEDNESDAY, APRIL 19, 2023. 
• All applications must be submitted online through the posting found on our website tiff.net/careers.

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

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