Job Description

It\xe2\x80\x99s an exciting time to join our evolving organization and growing team! We are currently seeking a detail-attentive, organized and dynamic Event Coordinator to produce and manage the various logistical aspects to deliver successful TIFA events and programmes.

Position Title: Event Coordinator
Reporting To: Head of Programmes
Type of Employment: Full-time, 35 hours per week
Location: Toronto
Compensation: $45,000 to $50,000 per year, plus a comprehensive benefits package

Role Summary

The Event Coordinator, working alongside the Programme Coordinator, will deliver the events and activities of TIFA\xe2\x80\x99 s annual programmes, with a particular focus on our MOTIVE Crime & Mystery Festival in June, and our annual 11-day Festival in September. Specifically the incumbent will work to produce the various logistical aspects required to deliver successful festivals, from pre-festival planning and preparation (contracts, communications, hotel and travel requirements, event and production requirements) to the on-the-ground production. This role will suit someone with excellent organizational skills and strong attention to detail to manage a complex range of deliverables. Our ideal candidate will have the initiative and confidence to work independently, yet will also enjoy working constructively in team settings, thriving on the atmosphere and energy of live cultural events. Additionally, they will understand the value of executing events to an excellent standard and in a timely fashion.

Responsibilities

• Organize the delivery and logistics for TIFA\xe2\x80\x99 s events and activities including advance preparation and on-the-day production.
• Organize author and guest hotel reservations, travel arrangements, contracts, payments, and other duties involved with artist participation.
• Communicate in a timely fashion with authors, publishers, artist, partner participants on event logistics, contracts and all relevant information.
• Update, monitor and track documents and information on Sharepoint, Artifax and the Author Portal database.
• Monitor budgets and spend for programmes, festivals and events.
• Draft agreements, contracts, and information packages for programme partners.
• Supervise and support part-time staff, festival interns, and volunteers.
• Liaise with Harbourfront Centre departments (Production, Technical, Front of House, Hospitality) to deliver festivals and events to the highest standard.
• Work in person and at digital events as required.
• Assemble and update training manuals and materials.

• Experience in event and festival production and delivery.
• Experience of working with databases and information management systems (Artifax and Tessitura an asset).
• Strong interpersonal, communication, and writing skills.
• Relationship management skills, including the ability to work closely and collaboratively with a wide range of participants, partners and stakeholders, internally and externally.
• Strong organizational skills and highly detail-oriented.
• Ability to manage a detailed and complex workload.
• Flexibility and adaptability to cope with rapidly changing situations.
• Comfortable working in live environments as a representative of the organization and dealing with a range of VIPs and stakeholders.
• Must be legally eligible to work in Canada. Non-Canadian applicants must have a valid employment Visa and proper documentation authorizing their ability to work in Canada.
• TIFA recognizes its heightened duty to protect employees from health and safety risks associated with COVID-19. As such, an offer of employment shall be conditional upon proof of full Covid-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

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