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About the Role

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

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.
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.
Deliver detailed post mortem notes and post-festival reporting on or before September 30th, 2026.
Other duties as assigned.

Requirements

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.
Ability to manage competing priorities in a fast-paced, high-pressure environment.
Strong attention to detail and systems thinking.
Flexible availability including early mornings, evenings, and weekends.
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.
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.
Candidates must be legally able to work in Canada at this time.
Visa must allow completion of the full contract for those on time-limited Visa status.

Skills

High proficiency with Google Workspace, Microsoft Office, spreadsheets, and databases.
Excellent verbal, written, and interpersonal communication skills

Location

350 King Street West, Toronto, ON M5V 3X5

Work Type

Contract
Full-time
Weekly in-office requirements: Minimum 2 days (November to April)
Weekly in-office requirements: Minimum 3 days (May to October)
Festival Office Requirements: Full Time during Festival

Experience Level

Minimum 2 years experience

Salary/Compensations

$22/hour + 4% vacation pay

About the Company

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.

Equal Opportunity

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.