POSITION: Festival Volunteer Office Assistant
OPPORTUNITY TYPE: Fixed Term, one-month contract (early April – early May, 2025)
REPORTS TO: Festival Volunteer Manager
APPLICATION DEADLINE: March 1, 2025
JOB DESCRIPTION
The Festival Volunteer Office Assistant provides important support in the planning and execution of the 2025 Hot Docs Festival. The position assists the Festival Volunteer Department in supervising the Festival Volunteer Office and oversees registration and t-shirt and badge pickup while working closely with volunteers. The Festival Volunteer Office Assistant also supports administrative tasks including data entry, reviewing volunteer shift feedback, and monitoring the volunteer office phone. This position provides an excellent opportunity to learn and improve volunteer and event management skills, liaise with many areas of the film industry and gain experience using customer relationship management (CRM) software. The ideal candidate is warm, personable, outgoing, and enjoys creating fun, supportive, and inclusive environments.
KEY RESPONSIBILITIES
- Work with Marketing Distribution Supervisor to ensure pre-Festival screening schedule delivery is successful;
- Respond to volunteer inquiries via email and telephone in a timely manner;
- Monitor Festival shifts in Salesforce database and input volunteer feedback collected during the festival from Volunteer Office Liaisons and Captain reports;
- Monitor cancellations and absences throughout the Festival by liaising with volunteer supervisors to ensure that their needs are met;
- Oversee volunteer office inventory and packing ensuring accuracy and efficiency;
- Support the set up and management of the Festival Volunteer office;
- Assist in supervision and delegation of tasks to Registration Volunteers and Floaters during the Festival;
- Fosters an engaging, rewarding, and warm environment for volunteers and team members;
- Support volunteer appreciation initiatives;
- Complete a Festival postmortem report.
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;
- Perform other duties and assist with special projects as assigned.
QUALIFICATIONS
- Detail-oriented and organized with an ability to work well in a team environment and independently;
- Excellent interpersonal and presentation skills with a warm and welcoming style Experience with Microsoft Suite, Canva, Asana, Slack, and CRM software is an asset;
- Experience with Salesforce is preferred;
- Volunteer coordination experience is an asset;
- Festival experience and knowledge of Hot Docs is an asset;
- Commitment to barrier-free access, EDI principles, and the principles of volunteerism.
APPLICATION
Please forward a cover letter and resume to: Ellen Reade
Email: [email protected]
Subject Line: Hiring Committee – Festival Volunteer Office Assistant
Deadline: March 1, 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.