Administrative Coordinator, Event Production & Hospitality

This is a Full Time Job

We are currently hiring for the position of:

Administrative Coordinator, 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 Hospitality, Sales and Event Production teams for TIFF 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, important documents 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, EP and Event Sales team via contracts, term sheets, bookings
• Timely management of the Event Sales inbox and inquiries
• Responsible for client communication within 48h max
• Other administrative duties as assigned

RESPONSIBILITIES:

Shall include but not be limited to:
• 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.
• Idea generation and process improvement towards events, documents, TIFF standards and protocols
• Overseeing and maintaining departmental supplies, tracking inventory, and proactively determining future inventory needs, ie par levels and orders
• Creating and updating departmental critical paths and workbacks
• Oversee the department’s administrative duties with Calendar Management and event bookings
• Working with the Event Sales team to ensure timely processing of purchase orders and invoices; venue agreements, track payments & reconcile.
• Providing onsite event support as required for TIFF Lightbox and other Festival venues, as well as green room production.
• Coordination of administrative tasks for the Hospitality, EP and Event Sales team via contracts, term sheets, bookings.
• Support Sales in gathering internal approvals (Production, TnT) prior to contract issuance
• Assist in tracking booking holds, challenges, and confirmation deadlines
• Assist with maintaining standardized event briefing templates (email) and documentation systems (manual)
• Assist with hiring, training, and scheduling seasonal Festival staff
• 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.

JOB GRADE & SALARY:
• Job Grade 1
• $22/hr

CONTRACT DATES OR START DATE:
• March 2026 - October 2026

WORK LOCATION:
• Office Location: 350 King Street West, Toronto, ON M5V 3X5
• Weekly in-office requirements:
• Minimum 2 days (1st November – 30th April)
• Minimum 3 days (1st May – 31st 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

VACANCY:
• This job posting is for an existing vacancy
• Please note a lead candidate has been identified.

HOW TO SUBMIT & APPLICATION DEADLINE:
• All applications must be submitted online through TIFF’s Career Centre.
• Please upload your cover letter and resumé as PDF(s) by Friday March 13th, 2026

CLOSING:

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; however, TIFF considers and welcomes individuals on time-limited Visa status for this position. For consideration to those on time-limited Visa status, your Visa must allow you to complete the full contract.

TIFF may use artificial intelligence to screen, assess or select applicants for this position.

Please send any questions via e-mail only to careers@tiff.net.