ADMINISTRATIVE COORDINATOR, FESTIVAL LOGISTICS
Contract
Full-time
Festival Logistics
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 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:
ADMINISTRATIVE COORDINATOR, FESTIVAL LOGISTICS
The Administrative Coordinator provides administrative and operational support to the Festival Logistics team, assisting with planning, documentation, scheduling, communications, and on-site logistics support. This role supports the Senior Administrative Coordinator and contributes to the smooth execution of Festival production operations.
During the Festival, the Administrative Coordinator supports the Festival Logistics Communications Hub and assists with escalations, staff coordination, tracking, and documentation.
RESPONSIBILITIES:
Shall include but not be limited to:
Planning & Administration
Provide day-to-day administrative support to the Festival Logistics team.
Assist in creating and distributing schedules, training materials, tracking documents, and internal communications.
Support planning and execution of Fan Zones, red carpet areas, load-ins, and load-outs.
Assist with the creation of inventory tracking and deployment systems for supplies and resources.
Support logistics operations planning including production schedules, signage, radios, and equipment distribution.
Assist with accreditation badge organization and administration.
Assist with invoice filing, purchase order preparation, and budget tracking.
Provide administrative support including meeting minutes, schedule updates, and documentation.
Support recruitment, scheduling, and payroll administration as directed.
Festival Operations
Support the Festival Logistics Communications Hub during Festival operations.
Maintain organized production and office spaces.
Support sign-in/out procedures for staff, contractors, vehicles, and supplies.
Assist with inventory tracking and deployment of Festival supplies and resources.
Post-Festival
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 & SALARY:
TARGET CONTRACT DATES:
WORK LOCATION:
Office Location: 350 King Street West, Toronto, ON M5V 3X5
Weekly in-office requirements:
Festival Office Requirements: Full Time during Festival
MINIMUM REQUIREMENTS:
Education & Experience
Minimum 2 years experience in an administrative or office environment.
Film festival, outdoor event, or special event experience preferred.
Strong organizational capabilities; detail-oriented; able to multitask effectively.
Excellent communication and time management skills
Experience supervising volunteers is an asset.
Skill
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
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.
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 June 8th, 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.
TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.
If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at
[email protected]. We strive to provide reasonable accommodations whenever requested.
