- Provide administrative support to the Hospitality and Event Production teams for Lightbox and Festival events
- Representing the best interests of TIFF Lightbox clients (internal staff and/or external parties)
- The coordination, creation and monitoring of critical paths and key dates for relevant projects and year-round operations
- The coordination of the TIFF Lightbox schedule of events and screenings for internal and external events
- Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.
- Other administrative duties as assigned
- Provide administrative support to the Hospitality and Event Production team for TIFF Lightbox, Festival and third-party programming events.
- Taking minutes and preparing agendas for regular departmental meetings as well as compiling and distributing debriefs, reports, presentations, and action items as required.
- Overseeing and maintaining departmental supplies, tracking inventory, and proactively determining future inventory needs.
- Creating and updating departmental critical paths and workbacks
- Overseeing the execution of the calendar management process for TIFFl Lightbox events
- Oversee the department's sponsored product management, ordering and tracking.
- Oversee the department's administrative duties with Calendar Management and event bookings
- Working with the Event Production team to ensure timely processing of purchase orders and invoices; track payments.
- Providing onsite event support as required for TIFFLightbox and other Festival venues.
- Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.
- Assist with hiring, training, and scheduling seasonal Festival staff (reception and logistics drivers).
- Supervising volunteers, as required
- Maintain an office environment which is efficient, organized and friendly
- On occasion, manage relationships with key Hospitality and Event Sales clients.
- Other duties as assigned.
- Minimum community college diploma or equivalent work experience.
- Minimum 1 year experience in an administrative or clerical role
- Experience and interest in event production (festivals, corporate, association, etc) an asset.
- Strong organizational skills, with the ability to prioritize.
- Strong verbal and written communication, interpersonal skills.
- Office administrative and database management an asset including knowledge of Microsoft Office, Google Products, and Artifax.
- Excellent attention to detail, budgets, timelines, and objectives.
- Dynamic and outgoing personality with sound judgment, tact and discretion.
- Professional manner and "can-do" attitude. Ability to both take direction and show initiative.
- Ability to work independently and in a team environment.
- Understanding and commitment to superior client servicing.
- Ability to work and respond well in fast-paced and high pressure environments.
- Adaptable to a flexible work schedule including early mornings, evenings and weekend
- 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, April 26, 2024
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Administrative Coordinator, Event Production - Toronto, Canada - Toronto International Film Festival
Description
We are currently hiring for the position of:
Administrative Coordinator, Event Production - FT
Reporting to the Manager, Event Production this position is responsible for supporting the Event Production and Hospitality department's administrative processes and procedures as well as providing occasional on-site event support as required to the Event Production and Hospitality teams.
RESPONSIBILITIES:
Shall include but not be limited to:
CONTRACT DATES:
Contract:
May 13 to October 04, 2024
MINIMUM REQUIREMENTS:
HOW TO SUBMIT & APPLICATION DEADLINE:
Candidates must be legally able to work in Canada at this time. TIFF regrets that it is unable to sponsor employment Visas.
Please send any questions via e-mail only to
If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at or x2013.
Reference:
ECNJOBID in the application