Programming Coordinator

ORGANIZATION: Vancouver Writers Fest

DEADLINE: Feb. 16, 2026

ORGANIZATION DESCRIPTION:
The Vancouver Writers Fest connects people to exceptional books, ideas, and dialogue through year-round programming that ignites a passion for words and the world around us. Our activities include our flagship annual literary Festival, one of the largest and most prestigious in North America. Tens of thousands of readers visit the cultural hub of Granville Island and venues around Vancouver to connect with local and international authors during this week-long event. And throughout the year, we offer free and paid special author events, youth education programming with Writers in the Classroom, and an annual Youth Writing Contest.

WEBSITE:
http://www.writersfest.bc.ca

JOB DESCRIPTION:
The Programming Coordinator (PC) reports to the Artistic Director (AD) and supports the AD with event planning as it pertains to the flagship October Festival, Books & Ideas Series, Writers in the Classroom, Incite Series, and year-round special events. The PC is responsible for logistics and communication with publishers and authors pertaining to authors’ appearances at VWF events and Festival, working closely with publicists, the Granville Island Hotel, and VWF departments.

RESPONSIBILITIES:

• Request and compile publicity materials for participating authors and moderators to share with the marketing team.

• Support in-person events throughout the year (evenings and weekends sometimes required).

• Deliver author and moderator payment instructions to the Operations Manager as events occur.

• Assist the AD and Marketing Manager with copywriting and proofreading of event materials.

• Research forthcoming books, publishing trends, and potential speakers to share with the AD.

• Support development and membership events as needed, including AGM, Book Sale, Member Events, fundraisers, and the Opening Reception.

• Solicit Festival and Winter/Spring season publisher pitches and compile information for the AD.

• With the AD, revise and prepare invitations and track status, following up when required.

• Support foreign travel grant applications with the AD and Development Manager.

• Review systems, letters of agreement, and forms with the Operations Manager.

• Issue letters of agreement to participating Festival authors.

• Liaise with publicists and authors regarding all aspects of participation in the VWF.

• Book travel and hotel accommodations as required.

• Work with the Granville Island Hotel to manage Festival room blocks.

• Compile and track advance and finished copies of Festival books and follow up with publicists.

• Mail or deliver books or PDFs to moderators as required.

• Prepare and assemble author information packages for the October Festival.

• Liaise with other VWF departments on shared tasks, including transportation and production needs.

• Manage the daytime author hospitality suite during Festival week.

• Use and improve systems to manage and track participant information, travel, grants, and accommodations (Airtable, Excel, Asana).

QUALIFICATIONS:

• Experience in publishing and/or bookselling, as well as event logistics and office administration.

• Exceptional written and verbal communication skills.

• Professional, focused, and highly organized.

• Ability to balance multiple high-priority projects simultaneously.

• Strong attention to detail and accuracy.

• Technological proficiency and strong typing skills.

• Ability to perform occasional light lifting (10–20 lbs) and move between locations during Festival week and event days.

• Experience working or volunteering in a not-for-profit environment.

• Creative and resourceful thinking skills.

• Demonstrated interest in literature, current events, and politics.

• Event planning experience.

• Thrives in a fast-moving, collaborative environment.

• Self-motivated and able to work independently while taking initiative.

• Able to synthesize and communicate complex ideas.

• Empathetic interpersonal approach.

HOW TO APPLY:
Please submit your cover letter and resume to info@writersfest.bc.ca as a single PDF document with the email subject line: Programming Coordinator Application – [your name]. Label your PDF file: Programming Coordinator Application – [your name].

REMUNERATION:
This role is a ¾ time, permanent position: part-time January to April, full time May to December. The position is in-person, based out of the offices on Granville Island. The salary range for this role (at ¾ time) is $42,000–$48,000, plus benefits.