Administrative Assistant

Application Deadline: June 30, 2023

The Toronto International Festival of Authors (TIFA) inspires and empowers book lovers with a breadth of bold, ambitions and accessible literary experiences. As Canada’s largest literary festival, the charitable organization provides engaging opportunities to meet, hear and learn from the world’s best contemporary writers and thinkers, and to celebrate the power of stories. Since 1974, TIFA has presented thousands of authors, including 22 Nobel Laureates, who represent diverse perspectives and a range of literary genres for all ages. TIFA’s creative programmes continue to adapt to changing times, capturing the most innovative and enlightening forms of storytelling, on stage and online. Alongside the flagship Festival, TIFA delivers a year-round programme of events and activities that reflect Toronto to its residents, its literature to the nation, and its creative ambition to the world. TIFA will present the 44th edition of the Festival September 21 – October 1, 2023.

We are currently seeking a collaborative, detailed-oriented and organized Administrative Assistant, to provide administrative and tactical assistance to the TIFA programming, events and marketing departments, particularly in the area of guest and stakeholder services.


Position Title: Administrative Assistant

Reporting To: Head of Programmes & Head of Marketing

Type of Employment: Contract, July 10 to September 2, 2023 (with possibility of a 5-week extension)

Hours of Work: 35 hours per week (Monday to Friday)

Compensation: $22 per hour

Location: Toronto

Funding Support: This position is generously supported by  Canada Summer Jobs. As such, candidates must meet three specific criteria as found in the Requirements section of this posting.



Assist the Head of Programmes & Head of Marketing with the following tasks:

  • ccurately and thoroughly update constituent information in the database (Artifax).
  • Produce organized and updated guest lists for special events and VIPs.
  • Provide professional support to TIFA partners and service providers and coordinate deliverables on spec and on time.
  • Monitor and respond to customer service and partner queries in a professional, accurate and timely manner.
  • Coordinate incoming requests for complimentary tickets and execute approvals; then accurately process approved requests with the box office.
  • Liaise with publishers and other stakeholders to collect and archive participant information and promotional assets.
  • General office administration tasks, such as shipping packages and ordering supplies.
  • Leverage cross-functional teams, including colleagues and volunteers, and contribute creatively to team brainstorm sessions.
  • Assist with live event logistics in person, on-site during TIFA events.
  • Support other initiativesas required.


  • As this position is supported by Canada Summer Jobs, candidates must meet these 3 essential criteria: 1) Be no more than 30 years of age at the start of employment; 2) Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment; 3) Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
  • Completed courses, certifications or internship experience in one or more of the following areas: event production, tourism, hospitality, marketing, communications, arts administration or publishing.
  • Ability to work/thrive in a fast-moving, collaborative environment.
  • Self-motivated, with the ability to work independently and take initiative.
  • Strong attention to detail.
  • Superb communication skills, including strong command of English grammar.
  • Demonstrated interest in arts and literature.
  • Able to synthesize and communicate complex ideas.
  • Superior organization skills for detailed, timely and accurate project coordination.
  • Proficiency in Microsoft Office Suite or equivalent.
  • Experience working or volunteering in a not-for-profit environment is desirable.
  • Working knowledge of content management software/databases
  • TIFA recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization

Our Values

We’re friendly, welcoming and inclusive, with an experimental attitude that thrives on collaboration.

To achieve our bold ambition we empower and support imaginative risk and we always try to learn from our mistakes.

We are committed to excellence in all we do, ensuring every visitor encounter is safe, memorable and enriching.

We value and respect each other and all our visitors, celebrating difference and striving to realise potential.

How To Apply

IFA values and is committed to diversity and inclusiveness in our teams, creative communities, programmes and services. We invite qualified applicants from all backgrounds to apply.

Acceptable applications must include a current resume and a cover letter outlining the qualifications and experience that you would bring to the position. Qualified applicants can submit their candidacy by contacting by no later than June 30, 2023. Please quote Administrative Assistant in the subject line of the application.

We sincerely thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.