Championing a dynamic motion picture workforce in B.C. that is equitable, diverse and inclusive.

Festival Coordinator

GEMS is seeking a Festival Coordinator to manage and organize film submissions for our annual international film festival, GEMFest.


Gender Equity in Media Society Vancouver (GEMS)
} 8:00 am
In-person & Online
Compensation: $24/hour

Application deadline: June 21, 2024

Job Description:


The Festival Coordinator will collaborate closely with the Festival Director and GEMS staff to ensure efficient management of film submissions and clear communication with filmmakers and guests.


  • Navigate FilmFreeway to categorize film submissions based on festival eligibility criteria.
  • Tag films appropriately.
  • Update film evaluation spreadsheets promptly.
  • Provide discounts and waivers to filmmakers when necessary.
  • Assist filmmakers with submission issues on FilmFreeway.
  • Allocate films to the evaluation team.
  • Act as a liaison between filmmakers, the evaluation committee, volunteers, and GEMS staff.
  • Maintain transparent and effective communication with the team.
  • Collect filmmaker and film information and assets, and correspond directly with filmmakers regarding the festival and their films.
  • Organize and maintain an accurate database of filmmakers and films.
  • Assist in gathering film materials (stills, bios, production details, etc.).
  • Aid in collecting curatorial support materials, including program guide notes and film descriptions, alongside the programming team.
  • Perform file quality control checks.
  • Assist in organizing and facilitating introductions and Q&As during the festival.
  • Coordinate post-film panels with participating filmmakers, community guests, and industry professionals.
  • Compile, edit, and organize content for the website, press releases, social media, e-newsletters, and print.
  • Gather information on selected films and filmmakers and contribute to completing festival reports.
  • Support the Festival Director and GEMS team in preparing for GEMFest 2025.


  • Alignment with GEMS’ mission and principles of equity, diversity, inclusion, and accessibility in screen-based industries.
  • Initiative, creativity, and the ability to work both independently and in a team.
  • Demonstrated ability to work respectfully with marginalized community members.
  • Availability during weekday business hours and occasional weekends and evenings.
  • Excellent communication skills and experience in managing multiple tasks.
  • Proficiency in FilmFreeway, Zoom, WordPress, EventBrite, Microsoft Office, Google Workspace, Slack, and digital file sharing platforms.


  • Expected 10-15 hours per week, with compensation at $24/hour.
  • The selected candidate will maintain detailed records of allocated hours.
  • This is a part-time contract position.


  • Reports to the Festival Director and GEMS staff.


  • 2+ years of experience in administrative support or equivalent.
  • Film festival experience preferred.
  • Familiarity with digital file management.
  • Understanding of the Canadian Film & Television Industry and Canadian Non-Profit sectors beneficial.
  • Experience working with marginalized and equity-seeking communities highly valued.
  • Strong understanding of gender equity principles.

Application Information:
To apply, send your resume and cover letter to, mentioning the job title in the subject line. Applications without cover letters may not be considered. If you require accommodations for accessibility needs, contact before the position closing. We encourage applications from candidates of all backgrounds. Only shortlisted candidates will be contacted for interviews.

Candidates should share progressive values aligning with the organization’s views on gender equity. The organization primarily serves individuals seeking equity based on gender, including cis women, trans women, trans men, gender-diverse, non-binary, and 2-spirit individuals. Basic understanding of gender equity is expected.

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