Programming Manager ( Parental Leave Coverage)

The Programming Manager position was created to provide leadership and operational expertise in the planning, coordination, and execution of Hot Docs’ Festival programming and year-round programming. This role ensures the successful management of the Festival’s film selection process while aligning programming efforts with the organization’s financial and operational goals. By overseeing the programming team and optimizing workflows, the Programming Manager plays a key role in delivering a cohesive and high-quality festival experience for filmmakers, audiences, and industry partners. The position also supports year-round initiatives, helping to cultivate relationships with filmmakers, distributors, and stakeholders to strengthen Hot Docs' programming pipeline while advancing the organization’s commitment to diversity, equity, and inclusion in all programming initiatives. Through strong cross-departmental collaboration and strategic leadership, the Programming Manager ensures that Hot Docs’ programming remains innovative, relevant, and inclusive.

KEY RESPONSIBILITIES

General Management

• Manage the Festival programming budget including but not limited to tracking festival programming expenses, submission requirements and travel budgets while ensuring alignment with financial goals.

• Create, oversee and maintain documentation of systems and best practices, preparing reports, data analysis, and critical paths for Festival Programming

• Lead recruitment, onboarding, and management of festival programmers, including contract negotiations and compliance.

• Guide the programming team in the timely tracking, review, and selection of films, maintaining the accuracy of the film database and programming data.

• Coordinate film communications (invitations, declinations, schedule confirmations) and manages contracts and deliverables for programmers.

• Optimize film tracking databases for year-round use, focusing on diversity metrics, regional representation, and audience demographics across Cinema and Festival programming.

• Collaborate with internal teams to enhance audience engagement strategies and share key insights across departments.

• Foster inter-departmental collaboration on programming initiatives to enhance operations, ensuring a positive work environment that aligns with the needs of various departments and organizational goals.

• Responsible for management of various resources including the creation of instructional manuals, best practices guides, training modules, videos, and tutorials.

Festival Operations

• Organizational lead of the Festival programming schedule, managing input from the various departments and the sponsorship team, to ensure programming is optimized to achieve financial targets and sponsorship fulfillment

• Oversee the Festival experience, including screening schedule, event logistics, Q&A sessions, and awards ceremonies, ensuring a smooth experience for filmmakers and VIPs.

• Ensure all operational needs are met during the festival, managing festival programming workflows and troubleshooting during the event.

• Manage post-festival reporting, analysis, and documentation, driving improvements for future festivals.

Stakeholder & Communication Management

• Represent the programming department in internal meetings, ensuring alignment across teams.

• Communicate with sales agents, distributors, and producers to secure submissions and partnerships.

• Manage jury invitations, deliberations, and the selection process for awards.

• Drive year-round outreach and engagement initiatives targeting decision-makers to cultivate and strengthen relationships.

• Represent Hot Docs at major national and international events, leading delegations and speaking on behalf of the organization.

Reporting and Analysis

• Responsible for all financial reporting, and reconciliation for all payments associated with the Festival programming Team.

• Manage the full processes of Festival programming objectives and reporting (proposals, scheduling, marketing, eventizing, postmortems, approving invoices, expenses)

• Analyze and synthesizes Festival and programming data, providing actionable insights to support operational and strategic decision-making.

Additional Responsibilities

• Support Hot Docs’ commitment to equity, diversity, and inclusion (EDI) in programming policies and practices.

• Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization.

• Perform other duties and assists with special projects as assigned, contributing to the evolution of the role and programming initiatives.

QUALIFICATIONS

• 5+ years of Festival experience in a management/ programming capacity
• Bachelor's degree in a relevant field is preferred (e.g., Film Studies, Arts Administration, Business Administration.)
• Proven track record in project management, Festival operations, and relationship-building, particularly within the documentary community.
• Experience overseeing budgeting, financial reporting, and expense tracking for large-scale events.
• Demonstrated experience managing teams, including independent contractors, and facilitating cross-departmental collaboration.
• Highly organized and detail-oriented with strong time management skills; able to meet deadlines and respond to shifting priorities.
• Exceptional verbal and written communication skills, with the ability to effectively engage diverse stakeholders, including filmmakers, sponsors, and internal teams.
• Strong administrative and organizational skills, with a keen ability to manage large amounts of data and implement efficient processes to streamline operations.
• Proficiency in project management tools, databases, and software such as Google Workspace, Microsoft Office Suite (OneDrive, SharePoint), and relevant data management tools.
• Ability to work effectively under pressure in a fast-paced environment, particularly during Festival periods.
• Adaptable to flexible work hours, including evenings and weekends, based on operational needs.
• Proven leadership abilities, including facilitating team operations, planning, and cross-departmental collaboration.
• Demonstrated commitment to integrating equity, diversity, and inclusion (EDI) principles into programming and team management practices.

APPLICATION