OPPORTUNITY TYPE: Fixed Term, Contract
REPORTS TO: Industry Manager
APPLICATION DEADLINE: January 6, 2025
JOB DESCRIPTION
The Coordinator, Industry Production responsible for operational production coordination and administration of the Hot Docs Industry Programs department. This may include market and industry festival events as well as professional opportunities for Hot Docs Fellows and Alumni. Working closely with the Director and Manager of Industry Programs, the Coordinator will be responsible for contributing to year-round projects and festival market activities programs that engage professional development and supports creators within the documentary community.
KEY RESPONSIBILITIES
Business Affairs Production Support:
- Assist in the management of Industry productions, projects, funds and events by tech support, processing applications requirements, i.e. production schedules, budgets, agreements and more;
- Assist and tracking of agreements recipients as well as production projects and alumnus processing;
- Data gather via surveys and report gathering via exit polls;
- Support ongoing Industry programs by tracking fellows and payments, tracking of logistics for Industry Programs Labs, selection meetings.
Session Management:
- Support sessions schedules for fellows and mentors, sending follow-up emails, coordinating training sessions, and conducting exit polls;
- Administer conference programming logistics, including inviting guests, managing travel arrangements, and handling speaking stipends;
- Administrative support to Industry Programs Manager and Producers across all programs for the market and conference.
Invoice & Expense Management:
- Track and process invoices efficiently to maintain accurate financial records;
- Process expense reports and maintain organized filing and online systems.
Event Facilitation:
- Troubleshoot Hot Docs Industry events, both in-person and virtually, as needed.
Collaboration:
- Work closely with the Industry Programs Director and Manager on year-round professional development initiatives that support Canadian filmmakers in the international market.
Promotion Engagement:
- Engage in strategic promotion of Hot Docs Industry programs in collaboration with partners;
- Respond to research requests and assist with data retrieval as required;
- Gather and document success stories from Hot Docs Industry alumni.
Additional Responsibilities:
- In-person presence during the Festival and at other key times;
- Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization;
- Contribute to Asana input and task scheduling across the department;
- Perform other duties and assist with special projects as assigned to support the overall mission of the department.
QUALIFICATIONS
- 1-3 years demonstrated experience in the documentary industry, including familiarity with documentary filmmakers, their projects, and key funders (broadcasters, funds, distributors and platforms.);
- Demonstrated understanding in budget creation, familiarity with legal contracts, and managing corporate cashflows;
- Proven ability to swiftly obtain responses and information from stakeholders;
- Previous experience in festival coordination, event management, or other related fields is preferred. Relevant degrees are an asset;
- Willingness to work in person at Hot Docs Industry events;
- Strong oral and written communication skills;
- Exceptional organizational and administrative skills with a keen eye for detail;
- Highly motivated self-starter with effective time-management skills, capable of adapting to changing workflows;
- Ability to think creatively and employ sharp analytical and problem-solving skills;
- Proficiency with MS Office Suite, Google Suite, Asana, Dropbox, Zoom, Canva, and social media platforms is required;
- Strong experience with Salesforce or other database systems is advantageous;
- French is an asset;
- Demonstrated commitment to EDI principles, including integrating accessibility and inclusivity into processes and communications;
- Strong organizational skills with the ability to manage multiple deadlines, budgets, and deliverables simultaneously;
- Adaptable to a flexible work schedule that includes evenings and weekends, in-person, and remote work.
APPLICATION
Please forward a cover letter and resume to: Elizabeth Radshaw
Email: [email protected]
Subject Line: Hiring Committee – Industry Production Coordinator
Deadline: January 6, 2025
No phone calls, please.
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 welcomes 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.