Coordinator, Event Production

TIFF; Toronto; On-site; CAD 40,000 - 80,000; Full time

Job summary

An established cultural organization is seeking a dynamic Coordinator for Event Production to oversee the planning and execution of diverse events. This role requires a creative individual with strong project management skills and a passion for delivering exceptional experiences. You'll be responsible for managing logistics, liaising with clients, and ensuring all events align with strategic priorities. Join a team that values diversity and creativity, and contribute to creating memorable experiences for film lovers and creators alike. This is a fantastic opportunity to work in a vibrant environment during exciting film festivals and cultural events.

Qualifications

• Minimum 2 years’ experience in event planning and production.
• Strong project management and communication skills required.
• Ability to work independently and in a team environment.

Responsibilities

• Manage all aspects of event production including logistics and communication.
• Lead the setup and execution of both in-person and digital events.
• Maintain relationships with clients and partners throughout the event process.

Skills

Event Planning

Project Management

Communication Skills

Client Service

Creativity

Organizational Skills

Education

University Degree

College Diploma

Tools

Microsoft Office

Google Products

Database Software

Job description

Coordinator, Event Production

Contract

Full-time

Event Production

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:

COORDINATOR, EVENT PRODUCTION

Reporting to the Manager, Event Production, this position is responsible for producing and executing TIFF's internal and 3rd party events and is accountable for:

• Successful production and execution of events in accordance with best-in-class operating procedures

• Proposal and ideation of event experiences following TIFF’s strategic priorities and Programming initiatives

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

RESPONSIBILITIES:

Shall include but not be limited to:

• Manage all aspects of production for events (physical and digital) as assigned, including run of show/itinerary, audiovisual/technical requirements, front of house, food & beverage/catering, facility/security services and other services as required

• Proposal and ideation event experiences following TIFF’s strategic priorities and Programming initiatives

• Lead the production, set up, and close out of in-person and digital events

• Manage and lead the communication for internal and external event information, collection, and dissemination for TIFF Lightbox 3rd party events as well as TIFF internal events

• Liaising with relevant departments as pertains to Event Production processes and procedures

• Maintaining and fostering returning or new client and partner relationships throughout the planning and execution of their events

• Responsible for the experience of visitors, patrons and attendees throughout the planning and execution phases for internal and external events at TIFF Lightbox.

• Coordinate all aspects of building facilities support required for events (i.e. security, cleaning)

• Oversee the preparation of materials and inventory required for events to be efficiently executed

• Coordinate site visits and tours of facilities with third party clients.

• Related administrative tasks, including administering purchase order requests, filing regular event reports, and working collaboratively with the Event Sales department to ensure timely and accurate processing of estimates and invoices and reporting

• Other related duties as required and assigned

CONTRACT DATES OR START DATE:

• Target start date: June 2nd, 2025

• Target end date: October 31st, 2025

WORK LOCATION:

• Office Location: 350 King Street West, Toronto, ON M5V 3X5

• Weekly in-office requirements:

  • Minimum 2 days (November to April)

  • Minimum 3 days (May to October)

• Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:

• Minimum 2 years’ experience in the area of event planning and event production of cultural or corporate events.

• University degree, college diploma or equivalent work experience

• Experience with festivals an asset

• Well developed verbal and written communication skills

• Strong project and people management skills

• Dynamic and outgoing personality with sound judgment, tact and discretion.

• Excellent administrative and organizational skills; ability to prioritize and manage concurrent duties

• Professional manner and “can-do” attitude. Ability to both take direction and show initiative

• Ability to both work independently and in a team environment

• Excellent attention to detail, budgets, timelines, and objectives

• Knowledge of Microsoft Office, Google Products and database software is an asset

• Creativity to develop innovative solutions; knowledge of special events trends within the cultural sector

• Understanding and commitment to superior client servicing

• Well developed interpersonal and public relations skills to interface with senior corporate personnel, TIFF staff, volunteers, and other internal and external stakeholders

• Ability to work and respond well in fast-paced and high pressure environments

• Adaptable to flexible work schedule including some evenings and weekends

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 May 16, 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 employmentVisas; however, TIFF considers and welcomes individuals on time-limitedVisastatus for this position. For consideration to those on time-limitedVisastatus, yourVisamust allow you to complete the full contract.

Please send any questions via e-mail only to [e-mail] .

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 [e-mail] . We strive to provide reasonable accommodations whenever requested.