Admin Coordinator, Festival Logistics

TORONTO INTERNATIONAL FILM FESTIVAL•Toronto, ON

9d•CA$0 - CA$22•Hybrid

About The Position

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.

Requirements

Minimum 2 years experience in an administrative or office environment.
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.
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.
For consideration to those on time-limited Visa status, your Visa must allow you to complete the full contract.

Nice To Haves

Film festival, outdoor event, or special event experience preferred.
Experience supervising volunteers is an asset.

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.