We're Hiring: Project Coordinator

• Job Title: Project Coordinator
• Position Status: Full-time, Permanent (Monday-Friday, 9-5)
• Direct Report: Executive Director, Management Team
• Salary: $42-$48K annually
• Location: 1869 Upper Water Street, Suite #403, Halifax, Nova Scotia (SNS office)
• Benefits: Shared Health and Dental Insurance

Purpose: The Project Coordinator is the central information steward of Screen Nova Scotia’s operations. They are responsible for administration of all Screen Nova Scotia’s events and projects, and coordination of travel and meeting schedules.  

Context: Screen Nova Scotia is a membership-based industry association and film commission, dedicated to building a strong and sustainable future for the province’s production sector. The organization is guided by a volunteer board of directors and an active membership that works in all areas of film, television, and animation. As we expand our team and our offerings, all employees will assist with general office support as needed and understand that flexible hours are sometimes necessary.

Our goal is to be a diverse workforce that is representative of all Nova Scotians, at all job levels. Screen Nova Scotia has a mandate to increase diversity in the screen industry, and we welcome applications from those who identify as Indigenous, Black, People of Colour, persons with disabilities, or 2SLGBTQIA+. If you are a member of one, or more, of these communities, you are encouraged to self-identify on your application.

Who Are We Looking For?

The Project Coordinator must be able to meet deadlines in a fast-paced, high-stakes environment where quick turnaround times are crucial. They must be collaborative, adaptable and trustworthy, ensuring consistency with Screen Nova Scotia’s overall value proposition, tone, and brand. The Coordinator is someone who is technologically savvy, resourceful, detail-oriented, a multi-tasker and a critical thinker. They must have excellent organizational skills.

The Coordinator will work directly with the Executive Director and Management Team to establish and oversee the organization and administration of all projects and events. You will prepare travel, event and meeting schedules for festivals and markets and as such, work directly with all of Screen Nova Scotia’s contacts. Professionalism is required at all times. The ability to exercise discretion and confidentiality is critical, along with the proven capacity to work collaboratively with others as part of a team. Independent problem-solving abilities are essential. 

Primary Responsibilities:

• Oversee the organization of all Screen Nova Scotia administrative documents and files 
• Own and oversee the administration of Screen Nova Scotia’s G-suite, ensuring Board of Director calendars and relevant files are up-to-date and appropriately organized
• Provide administrative assistance for all projects and events including overseeing that cost reports, invoicing and receipt management are tracked appropriately
• Coordinate travel including reservations and events
• Coordinate meeting schedules for Executive and Management travel
• Ensure expense claims/financial reports for the Management Team travel are submitted as necessary
• Oversee scheduling board and committee meetings and handling meeting materials
• Be the first point of contact via phone calls and general info email, directing inquiries as needed and/or responding to general inquiries from program stakeholders when needed
• Conduct research and create stakeholder reports as needed
• Coordinate the mediation of complaints in accordance with Screen Nova Scotia’s Employee Handbook and Code of Conduct
• May be required to perform other related duties as assigned

Knowledge and Skills Required:

• Two years experience as an executive/administrative assistant or similar position
• Ability to maintain confidentiality is essential
• Experience as a project/event coordinator is an asset
• Organized, effective record-keeper
• Strong oral and written communication skills
• Ability to prioritize tasks and manage time efficiently
• Ability to exercise professionalism at all times
• Database knowledge — demonstrates the ability to work with various online systems (Google Drive, Microsoft Office, database awareness etc.)
• Excellent written and spoken communication, ensuring consistency with overall value
• proposition, tone, and brand
• Proven capacity to work collaboratively with others as part of a team, with independent problem-solving abilities
• Confident working independently, but also able to accept direction and seek guidance as necessary

Financial Responsibility

The Project Coordinator, in conjunction with SNS Management, will oversee cost reporting, including expense and invoice management.

Interaction with Clients and Public

The Project Coordinator will be required to interact with SNS’s film industry client base as well as direct general inquiries that come in via phone and email.

Physical Demands

There are no day-to-day physical demands associated with the Project Coordinator position. From time-to-time there will be setup related to various activities that SNS is involved in that may require the member’s physical support.

Working Conditions 

In general, SNS operates on a 35-hour work week from 9 a.m. to 5 p.m. Monday to Friday (with an hour for lunch).  Due to the nature of SNS’s activities, the Project Coordinator can expect to very occasionally work unusual hours, mainly evenings and weekends as required. Once the probationary period has passed, we offer a hybrid work schedule, three days per week in the office and two days per week outside of the office.

Reporting Relationships:

Reports to: Executive Director

Contacts: Regular contact is required with all staff, the Management Team and Executive Director.

To apply: Interested candidates can apply with a cover letter and resume to jobs@screennovascotia.com before 5:00 p.m. AST on December 7th, 2023. Please note that only applicants selected for an interview will be contacted.