Administrative Coordinator, Event and Hospitality

This is a Full Time Job

We are currently hiring for the position of:

Administrative Coordinator-Event Experience & Hospitality

Reporting to the Manager, Event Production, this position is responsible for supporting the Event Production department’s administrative processes and procedures as well as providing occasional on-site event support as required to the Event Production team.
• Provide administrative support to the 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.
• Other administrative duties as assigned

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, 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 TIFF Lightbox events.
• Oversee the department’s 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 TIFF Lightbox and other Festival venues.
• Lead the planning and execution of small-scale, year-round internal events.
• Provide administrative and onsite support to the Cinematheque Event Lead and assist with coordination across the Cinematheque event portfolio.
• Assist with training seasonal Festival staff (reception and logistics drivers).
• Supervising volunteers, as required.
• Maintain an office environment which is efficient, organized and friendly.
• Other duties as assigned.

CONTRACT DATES:
• Contract: February to October 2026

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.
• Strong organizational skills, with the ability to prioritize.
• Strong verbal and written communication, interpersonal skills.
• Office administrative and database management is an asset including knowledge of Microsoft Office, Google Products, and Artifax.
• Excellent attention to detail, budgets, timelines, and objectives.
• Brings a dynamic and outgoing presence, paired with strong 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

HOW TO SUBMIT & APPLICATION DEADLINE:
• 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, February 6th, 2026

We thank everyone who applies for their interest, but only candidates selected for an interview are contacted.

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 careers@tiff.net.