Senior Festival Logistics Coordinator

This is a Full Time Job

We are currently hiring for the position of:

SENIOR ADMINISTRATIVE COORDINATOR, FESTIVAL LOGISTICS

Reporting to the Manager, Festival Logistics, the Senior Administrative Coordinator, Festival Logistics provides administrative leadership and operational coordination to the Festival Logistics team. This role is responsible for overseeing administrative systems, leading logistics communications during the Festival, supporting high-level planning and budgeting activities, and supervising administrative and on-site logistics staff.

The Senior Administrative Coordinator acts as a key operational partner to the Manager, Festival Logistics, ensuring accuracy, consistency, and efficiency across planning, execution, and post-Festival reporting.

RESPONSIBILITIES:

Shall include but not be limited to:

Planning & Administration
• Provide senior administrative leadership and oversight for Festival Logistics operations.
• Oversee development, accuracy, and distribution of schedules, training materials, tracking tools, and internal documentation.
• Support advanced logistics planning including production schedules, inventory systems, accreditation workflows, and resource deployment.
• Lead purchase order creation, budget tracking support, invoicing coordination, and financial documentation.
• Maintain centralized records for suppliers, invoices, delivery pack lists, and Festival documentation.

Festival Operations
• Serve as lead supervisor of the Festival Logistics Communications Hub during the Festival.
• Act as primary escalation point for logistics communications and operational problem-solving.
• Oversee accreditation administration and on-site tracking systems.
• Supervise on-site production staff, volunteers, and administrative/logistics personnel as required.
• Ensure production and logistics offices are organized, compliant, and operationally efficient.
• Track staff hours and approve timecards.

People Leadership & Coordination
• Provide day-to-day oversight, guidance, and mentorship to the Administrative Coordinator.
• Support recruitment, onboarding, scheduling, and payroll coordination for logistics staff.
• Assist with interviews, staff coordination, and HR-related administrative processes.

Post-Festival
• Lead the compilation and delivery of detailed post-mortem reporting and documentation on or before October 7th, 2026.
• Ensure post-Festival reporting is completed accurately and submitted by required deadlines.
• Identify opportunities for process improvements and recommend operational enhancements.

Other duties as assigned.

NOTE – this position may involve extended hours during the Festival and during the build and tear down periods, September 1 - 20.

• Job Grade: Seasonal

TARGET CONTRACT DATES:
• April 13th - October 7th, 2026

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:

Education & Experience:
• Minimum 3-4 years’ experience in an administrative or office environment.
• Strong organizational capabilities; detail-oriented; able to multitask effectively.
• Excellent communication and time management skills
• Demonstrated experience supporting complex logistics or production environments.
• Previous experience supervising staff or volunteers.
• Film festival, outdoor event, or large-scale event experience strongly preferred.

Skill:
• Advanced organizational, planning, and documentation skills.
• Strong leadership, communication, and problem-solving abilities.
• High proficiency with Google Workspace, Microsoft Office, spreadsheets, and databases.
• Ability to manage competing priorities in a fast-paced, high-pressure environment.
• Excellent verbal, written, and interpersonal communication skills.
• Desire and ability to take initiative and coordinate projects.
• An inquisitive, open-minded type, who seeks out new ways to support the development of the organization with an awareness of industry trends
• Strong attention to detail and systems thinking.
• Flexible availability including early mornings, evenings, and weekends.

Effort:
• Mental Effort:
• Ability to work and respond well in fast-paced and high pressure environments
• Managing multiple priorities, stakeholders, and timelines simultaneously.
• Ability to work irregular hours (overnights, early mornings, weekends) as required.
• Being aware of surroundings for extended period of time while operating around vehicles, public, security needs, etc.
• Physical Effort:
• While the majority of this contract length is focused on planning and coordination, on-site presence will be required during build, Festival and strike.
• During peak operations it will require:
• Ability to stand for extended period of time
• Ability to lift and carry between 10-35lbs
• Ability to support physical production build of production office trailer as required.
• Adaptable to a flexible work schedule including some evenings and weekends
• This position requires being in office on a regular basis.

VACANCY:
• This job posting is for an existing vacancy

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 Monday, March 16, 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.