Assistant, Programme & Guest Services

This is a Full Time Job

We are currently hiring for the position of:

ASSISTANT, PROGRAMME & GUEST SERVICES

Reporting to the Senior Manager, Programme & Guest Services, the Assistant, Programme and Guest Services is responsible for providing key administrative and guest experience support for the department’s Festival-related priorities as related to invited guests and stakeholders at the Toronto International Film Festival. Key administrative responsibilities include film team content and materials coordination, visa support letter processing, guest hospitality coordination, and guest logistics coordination. Overall, this position works closely with relevant teams to ensure exceptional administrative and operational support for internal and external stakeholders.

RESPONSIBILITIES:

Shall include but not be limited to:
• Develop and maintain positive and productive relationships with guests including filmmakers, film teams, other guest stakeholders
• Coordinate the visa support letter process for guests with films in Official Selection, including emergency visa application support to guests when necessary
• Organize the Festival programming lists (Prog List), noting and updating programming changes when applicable
• Assist with management of departmental email accounts and change notifications (i.e. Festival Materials)
• Collaborate with the Finance Department to coordinate the guest reimbursement process and applicable financial reconciliation
• Perform data entry of information and preparation of reports utilizing the Festival database (Artifax) and other applicable databases and tracking documents
• Provide assistance to guests during the Festival for Guest Pass pick-up and general questions
• Provide efficient and professional customer service and accurate information to guests, internal TIFF departments, and other stakeholders as required
• Provide consistent and accurate reporting to guests and to internal TIFF departments when required
• Provide a detailed Festival post mortem report
• Other coordination tasks and duties as assigned

JOB GRADE & SALARY:
• Job Grade (Seasonal)
• $20.00

TARGET CONTRACT DATES:
• June 17, 2024 - September 17, 2024

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

MINIMUM REQUIREMENTS:
• Minimum 2 years experience in a high-level customer service or administrative role in the hospitality or culture industry
• Understanding of Canadian and international film industries an asset
• Experience with guest logistics or talent coordination an asset
• Experience working for a film festival or large scale cultural event an asset
• Strong, effective, and professional communicator and strong interpersonal skills
• Excellent phone manner and written communication skills, as well as a knack for relationship building
• Enthusiastic, self-motivated, and open to working in a team environment
• Comfortable working with numbers, invoicing, budgets, and other financial data
• Strong organizational and project coordination skills with extreme attention to detail and the ability to effectively prioritize
• Experience disseminating detailed information from stakeholders or clients in order to execute on instructions
• Strong computer and data management skills, including databases, CRMs, project management tools, internet research, Microsoft Office, Google Suite, and Artifax
• Enjoys fast-paced, multi-tasking work environment, with a willingness to adapt to shifting priorities and circumstances
• Demonstrated mature judgment, patience, professionalism, and diplomacy
• Ability to use discretion when handling confidential information
• Ability to handle challenging situations and people with a positive, problem-solving attitude
• Ability to both work independently and in a team environment
• Initiative and creativity to develop innovative solutions
• Committed to diversity, inclusiveness, and public accountability
• Committed to superior client servicing
• Adaptable to a flexible work schedule including some evenings and weekends to meet deadlines, as well as full availability for the entirety of Festival
• Additional language(s) an asset

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), before the deadline of FRIDAY MAY 3, 2024.

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.

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


If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at careers@tiff.net. We strive to provide reasonable accommodations whenever requested.