Festival Coordinator - Invitations and Jury Management

This is a Full Time Job

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:

INVITATION AND JURY COORDINATOR

Reporting to the Manager, Programme Administration, the Scheduling Coordinator is responsible for providing administrative support for the Festival scheduling process. This includes coordination support for the Festival screening schedule, in-cinema preview screening schedule and festival programmer Introduction & Q&A schedule.

RESPONSIBILITIES:

Shall include but not be limited to:
• Input, update, audit, and reconcile film data and statistics within TIFF’s film database, spreadsheets, and documents, ensuring accuracy and conducting research as needed
• Assist with the management of departmental email accounts
• Create film and guest invitations; build film invitation packages using invitations database and send them in a timely manner
• Assist in building arrangements within databases
• Audit Festival invitation forms and ensure accurate data transfer
• Participate in film scheduling processes including data-entry, proofing, conflict checks, schedule letter creation, and notification protocols
• Review film and schedule information for key publications, press releases, and online platforms to ensure accurate external representation
• Collect and maintain statistics on invited Festival films and generate relevant reports
• Coordinate relevant Awards and juries, encompassing hospitality, itineraries, onsite hosting, event planning, and execution
• Collaborate with the Programme and Guest Services team for jury member travel and accommodations
• Serve as the primary liaison for juries leading up to and during the Festival
• Create and manage the jury members’ screening and event schedules, including welcome and deliberation lunches/dinners
• Coordinate jury member invitations and attendance at official Festival events, such as Opening and Closing Night events and the Awards Ceremony & Reception
• Manage jury ticket requests and facilitate other Festival-related requests
• Provide assistance to the Festival Programming department with projects and administrative tasks as required
• Compile a detailed post-mortem report

JOB GRADE & SALARY:
• Job Grade 1
• $23/hour

TARGET CONTRACT DATES:
• Monday, May 12, 2025 - Monday, September 22, 2025

WORK LOCATION:
• Office Location: 350 King Street West, Toronto, ON M5V 3X5
• Hybrid work environment:
• 3 to 4 days per week of in-person work at the office, subject to change at TIFF’s discretion
• Regular hours from 9 am to 5 pm, Monday through Friday, with some flexibility
• Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:
• 2 years of experience in business or arts administration
• Completion of a post-secondary degree or diploma
• Degree or diploma in Film Studies or related area considered an asset
• Familiarity with the film industry and international cinema
• Strong organizational and project management skills, with close attention to detail and the ability to prioritize effectively
• Proven experience in managing large volumes of data or information accurately
• Mature personal judgment, maintaining a high level of professionalism and diplomacy, and demonstrated ability to handle confidential information with discretion
• Excellent communication and interpersonal skills
• Ability to work both independently and collaboratively within a team
• Understanding and dedication to delivering superior client service
• Previous experience in a festival environment considered an asset
• Advanced proficiency in computer usage, including familiarity with databases, CRMs, project management tools, Microsoft Office, and Google platforms (experience with Artifax is an asset)
• Additional language(s) proficiency is an asset
• Required to be in the Greater Toronto Area for the duration of the contract
• Ability to adapt to a flexible work schedule, including occasional evenings and weekends
• This position requires being in office on a regular basis
• Required availability to work full regular and extended hours on weekends from July 19 to August 3, 2025, as well as for the entire duration of the Festival

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, April 18, 2025

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.

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 careers@tiff.net. We strive to provide reasonable accommodations whenever requested.