OPPORTUNITY TYPE: Full-time
REPORTS TO: Manager, Public Sector & Foundations
APPLICATION DEADLINE: November 21, 2025
JOB DESCRIPTION
The Coordinator, Public Sector & Foundations serves as a key supporting role within Hot Docs’ Development team, focused on the growing area of foundation fundraising and administration and on Hot Docs vital public sector grants. Reporting directly to the Manager, Public Sector + Foundations the coordinator will assist with preparing grants and reports and with stakeholder stewardship.
KEY RESPONSIBILITIES
Development Coordination
- Supports the research and execution of strategies to help achieve fundraising targets
- Assists with drafting and editing reports and grant applications and partnership proposals for foundations (both Canadian and international) and public sector grants
- Tracks application, reporting, and renewal deadlines and helps ensure timely and high-quality submissions.
- Supports the planning and execution of communication and marketing materials related to funder, benefits (e.g., visibility at events, digital banners, and newsletters).
- Maintains process documentation and departmental best practices related to the role.
- Works across departments to gather program outcomes and statistics required for funder reports
Public Sector & Foundation Relations
- Coordinates the stewardship of public sector and foundation partners, including booking meetings, maintaining strong year-round communication, and organizing benefits delivery during the festival and beyond.
- Drafts and submits reports to foundation and public sector funders and partners and ensures timely, accurate documentation and compliance.
- Ensures systems (Salesforce, Asana, SharePoint) are updated and accurate with respect to foundation activities and gifts.
- Coordinates financial processes related to public sector and foundation grants (e.g., invoicing, receipting, payment tracking) in collaboration with the Finance team.
- Supports the identification and research of prospective public sector and foundation funders.
- Invites public sector and foundation representatives to key events and contributes to the stewardship strategy.
- Liaises with other departments (e.g., Programming, Industry, Finance) to share relevant information and align on partnership commitments.
General Administrative Duties
- Respond to email, video call, chat, and other digital communications, ensuring timely follow-up and clear routing of inquiries.
- Prepare, proofread, and distribute digital correspondence, reports, presentations, schedules, and other documents using collaborative tools and platforms.
- Coordinate meetings, appointments, and departmental calendars. Support the planning and execution of internal and external events, including booking spaces and preparing materials.
- Maintain accurate and well-organized digital filing systems and shared drives to ensure documentation is current, accessible, and aligned with organizational standards.
- Enter, track, and manage data in cloud-based systems and spreadsheets to support departmental reporting, task tracking, and operational monitoring.
- Collaborate across remote and in-person teams to support daily operations, troubleshoot issues, and contribute to a responsive, communicative, and inclusive team culture.
Additional Responsibilities
- Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization.
- Develop and maintain strong relationships with Hot Docs’ communities and stakeholders, including volunteers, unionized and contracted staff, filmmakers, media, and funders.
- Uphold and model organizational values and policies, supporting a culture of accountability, equity, diversity and continuous improvement.
- Perform other duties and assist with special projects as assigned.
- Work closely with contract Festival Concierge to provide administrative support on an as needed basis as determined by the Manager of Individual Giving
QUALIFICATIONS
- 2–3 years of experience in a fundraising, development, or administrative coordination role, ideally within a non-profit, arts, or cultural organization.
- Demonstrated experience supporting grant writing and reporting processes, preferably for foundations or public funders.
- Strong organizational skills with the ability to manage multiple deadlines, track data across systems, and maintain accurate documentation.
- Excellent written and verbal communication skills, with the ability to draft professional correspondence and funding materials.
- High proficiency with cloud-based tools and collaboration platforms (e.g., Google Workspace, Zoom, Slack) and strong working knowledge of Microsoft Office (Word, Excel, PowerPoint).
- Experience using CRM systems (such as Salesforce), project management tools (e.g., Asana), and shared file systems (e.g., SharePoint, Dropbox).
- Proven ability to work both independently and collaboratively, across in-person and remote teams. • Ability to exercise sound judgment, maintain confidentiality, and build professional relationships with internal and external stakeholders.
- Experience managing or stewarding foundation partners or donors.
- Knowledge of fundraising best practices and familiarity with the Canadian charitable sector.
- Experience working on events, donor recognition, or funder visibility/benefit fulfillment.
- Comfort liaising with Finance teams to support gift processing, tracking, or reporting.
- Interest in documentary film, arts, or cultural programming considered an asset.
APPLICATION
Please forward a cover letter and resume to [email protected] by November 21, 2025.
Hot Docs
Attn: Megan MacLaurin
Email: [email protected]
Subject: Hiring Committee – Coordinator, Public Sector & Foundations
EQUITY STATEMENT
Hot Docs is a forum to share stories and perspectives on the people, issues and events that shape our world, and we encourage respectful discussion and debate to foster greater understanding and empathy.
An integral component of this is Hot Docs’ commitment to fostering an organizational culture that brings together people with different races, identities, abilities, experiences and skills. Hot Docs is committed to reflecting the diverse communities we serve in the stories we present and also in our workforce. We encourage applications from diverse communities and welcome applicants who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion.
ACCOMMODATION STATEMENT
Hot Docs encourages applications from qualified candidates and will accommodate applicants’ needs throughout all stages of the recruitment and selection process. Please advise the hiring manager to ensure your accessibility needs are accommodated throughout this process. Information received relating to the accommodation will be addressed confidentially.