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Coordinator, Partnerships – WCSFP

  • Contract
  • Full Time
  • Toronto
  • Applications have closed

Website Hot Docs

Hot Docs is a not-for-profit organization dedicated to advancing and celebrating the art of documentary and to creating production opportunities for documentary filmmakers. Hot Docs Canadian International Documentary Festival is North America’s largest documentary festival, conference and market. Year round, Hot Docs supports the Canadian and international industry with professional development programs and a multi-million-dollar production fund portfolio, and fosters education through documentaries with its popular free program Docs For Schools.

Hot Docs also owns and programs the Hot Docs Ted Rogers Cinema, a century-old landmark located in Toronto’s Annex neighbourhood.

For more than 15 years, production and management of the World Congress of Science and Factual Producers (WCSFP) conference has been subcontracted to Hot Docs.

WCSFP is recognized as the premiere international gathering for leaders working in science, nature, history and other research-driven factual entertainment across all platforms. This global community gathers to share, explore and reveal how factual content is communicated to more than one billion viewers around the world each year. As a community, attendees are passionate about their business and committed to sharing knowledge and inspiring audiences. WCSFP Ltd is a non-profit organization registered in the United Kingdom.

The WCSFP’s priorities include:

  • Creating a vibrant and inspiring annual conference for world-leading content creators, platforms and distributors across all visual media.
  • Supporting cross-sector collaboration between STEM, journalism and entertainment media.
  • Offering strong professional networking opportunities at the WCSFP conference through formal and informal frameworks.

OPPORTUNITY TYPE: Full-time Contract (3.5 months)

REPORTS TO: Associate Director, Partnerships

COMPENSATION: $45,000 / year, prorated based on duration of contract



The primary purpose of the position Coordinator, Partnerships – WCSFP is to track and manage fulfillment of all partner benefits related to the World Congress of Science and Factual Producers. The role combines administration and project management, and requires strong organizational skills, attention to detail and communication skills.


  • Update and maintain an administrative process for tracking and fulfilling sponsor benefits;
  • Review sponsor contracts and transfer all partner assets to benefits tracker;
  • Coordinate partner invoicing, the tracking and reconciling of accounts receivable;
  • Plan and coordinate the set-up of partner branding, activations, and other benefits to ensure sponsor agreements are respected, including before, during and after relevant events;
  • Ensure the follow-up and reception of partner materials with respect to promised visibility;
  • Liaise with communications and operations teams on a regular basis to ensure deliverables are met as agreed upon, deadlines are clear and best practices are followed;
  • File digital assets related to benefits, including logos, artwork, company profiles and trailers;
  • Draft and distribute sponsor briefs to prepare for relevant partnership events;
  • Collect information, for preparation of annual partner reports;
  • Maintain positive working relationships with sponsors by providing prompt customer service and addressing any concerns;
  • Participate in the drafting of partnership proposals, agreements and ensure timely follow-ups;
  • Assist in the creation and distribution of special event invites and RSVP lists for various events including cultivation events, stakeholder meetings and sponsored activities;
  • Assist in new prospect identification, research, and onboarding;
  • Other activities as required that contribute to the smooth running of the partnership team and the stewardship of WCSFP partners.


  • 2 or more years professional experience relevant to fundraising or management of large events;
  • Excellent organizational and time management skills with track record meeting deadlines;
  • Ability to follow existing procedures as well as develop personal organized routines;
  • Team player, creative spirit, ability to problem-solve while supporting underlying goals;
  • Ability to work under pressure and manage several priorities at the same time;
  • Working knowledge of Microsoft Office suite;
  • Experience using Salesforce, other CRM database, or an understanding of data management;
  • Adaptable to a flexible work schedule and has ability to travel internationally to attend the 2022 WCSFP between November 25 and December 2 in Glasgow, Scotland;
  • Adaptable to a flexible work schedule including some evenings and weekends;
  • Interpersonal and customer service skills;
  • Excellent written and verbal communication skills;
  • Self-motivated with a proactive attitude and a desire to learn;
  • Ability to work independently, with a team and with volunteers;
  • Understanding of the global entertainment media industry an asset;
  • Understanding of practices related to science communication and impact producing an asset.


Please forward a cover letter and resume to by August 11, 2022.

Hot Docs
Attn: Adam Kirkham, Associate Director, Partnerships
Re: Hiring Committee – Coordinator, Partnerships – WCSFP


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.


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.