Administrative Assistant, Event Production

This is a Full Time Job

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:

Admin Assistant - Event Production, Hospitality & Sales

Reporting to the Manager, Event Production, this position is responsible for supporting the department’s administrative processes and procedures as well as providing occasional on-site event support as required to the Event Production team and is accountable for:
• Provide administrative support to the Event Production team for TIFF Lightbox, Festival in-person and digital 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 TLB year-round operations
• The coordination of the TIFF Lightbox schedule of events and screenings for internal and external events
• Other administrative duties as assigned

RESPONSIBILITIES:

Shall include but not be limited to:
• Provide administrative support to the 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, 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 TIFF Lightbox events
• Tracking inter-departmental requests for sponsored alcoholic and non-alcoholic beverages, determining available allocations as authorized by budget, and executing all logistics pertaining to delivery/pick-up/returns.
• Ordering product from distributors and the LCBO.
• Ordering furniture and equipment and outfitting event spaces.
• Working with the Event Production team to ensure timely processing of purchase orders and invoices; track payments.
• Providing onsite event support as required for TIFF Lightbox and other Festival venues.
• Assist with hiring, training, and scheduling seasonal Festival staff, as required
• Supervising volunteers, as required
• Maintain an office environment which is efficient, organized and friendly
• Other duties as assigned.

CONTRACT DATES OR START DATE:
• Target start date: June 9th, 2025
• Target end date: September 19th, 2025

WORK LOCATION:
• Office Location: 350 King Street West, Toronto, ON M5V 3X5
• Weekly in-office requirements:
• Minimum 2 days (November to April)
• Minimum 3 days (May to October)
• Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:
• 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.
• Experience with project management an asset.
• Strong organizational skills, with the ability to prioritize.
• Strong verbal and written communication, interpersonal and public relations skills.
• Office administrative management an asset including knowledge of Microsoft Office, Google Products.
• Knowledge of database management an asset, specifically 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 weekends