Administrative Coordinator

Description:

Reporting to the Manager, Event Production this position is responsible for supporting the Event Production and Hospitality department’s administrative processes and procedures as well as providing occasional on-site event support as required to the Event Production and Hospitality teams.

• Provide administrative support to the Hospitality and Event Production teams for Lightbox and Festival events

• Representing the best interests of TIFF Lightbox clients (internal staff and/or external parties)

• The coordination, creation and monitoring of critical paths and key dates for relevant projects and year-round operations

• The coordination of the TIFF Lightbox schedule of events and screenings for internal and external events

• Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.

• Other administrative duties as assigned

RESPONSIBILITIES:
Shall include but not be limited to:

• Provide administrative support to the Hospitality and Event Production team for TIFF Lightbox, Festival and third-party programming events.

• Taking minutes and preparing agendas for regular departmental meetings as well as compiling and distributing debriefs, reports, presentations, and action items as required.

• Overseeing and maintaining departmental supplies, tracking inventory, and proactively determining future inventory needs.

• Creating and updating departmental critical paths and workbacks

• Overseeing the execution of the calendar management process for TIFFl Lightbox events

• Oversee the department’s sponsored product management, ordering and tracking.

• Oversee the department’s administrative duties with Calendar Management and event bookings

• Working with the Event Production team to ensure timely processing of purchase orders and invoices; track payments.

• Providing onsite event support as required for TIFFLightbox and other Festival venues.

• Coordination of administrative tasks for the Hospitality and Event Sales team via contracts, term sheets, bookings.

• Assist with hiring, training, and scheduling seasonal Festival staff (reception and logistics drivers).

• Supervising volunteers, as required

• Maintain an office environment which is efficient, organized and friendly

• On occasion, manage relationships with key Hospitality and Event Sales clients.

• Other duties as assigned.