Project Coordinator - Event Delivery, Market

TORONTO INTERNATIONAL FILM FESTIVAL•Toronto, ON

21h•Hybrid

About The Position

The Project Coordinator - Event Delivery, Market plays a key role in supporting the end-to-end planning, coordination and execution of events. The role ensures timelines, budgets, key documentation, vendors and key stakeholders are all aligned to deliver a seamless and high quality event experience. This position works closely with the Market Team, Operations and Production team, other key stakeholders in the organization and reports directly to the Senior Manager, Market Operations Logistics and Production.

Requirements

2–5 years of experience in event coordination, project coordination, or similar role
Strong organizational and time management skills with the ability to manage multiple priorities
Excellent communication and stakeholder management abilities
Detail-oriented with strong problem-solving skills and a proactive mindset
Experience managing vendors and external partners
Proficiency in project management tools (e.g., Smartsheets) and Microsoft Office Suite (Excel/Powerpoint)
Ability to work flexible hours, including evenings/weekends, as required for events
Experience delivering corporate, large-scale, or client-facing events
Familiarity with budgeting and contract management
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.

Nice To Haves

Knowledge of event technology platforms (Registration Tools (Talque), Salesforce (CRM), Exhibitor Services & Event Operations Ordering Platform (Espresso)

Responsibilities

Coordinate all phases of event delivery, including planning, logistics, execution, and post-event wrap-up
Develop and maintain detailed project plans, timelines, and task trackers to ensure milestones are met
Liaise with internal stakeholders, vendors, venues, and partners to align on deliverables and expectations
Support budget tracking, invoice management, and cost control to ensure events are delivered within approved budgets
Manage vendor sourcing, onboarding, and coordination (e.g., catering, production, AV, décor, staffing)
Oversee event logistics including venue setup, registration, materials, transportation, and on-site coordination
Identify risks and proactively resolve issues to ensure smooth execution (RAID Log)
Prepare briefing documents, run-of-show schedules, and stakeholder communications
Support sales, marketing and communications teams with event-related deliverables for purchased event space (including but not limited to: invitations, attendee lists, collateral…etc.)
Lead on-site coordination during events, acting as a central point of contact for all parties
Conduct post-event evaluations, gather feedback, and provide reporting with recommendations for improvement