ADMINISTRATIVE ASSISTANT

Organization

Vancouver Art Gallery

Job Type

Permanent

Language Required

English

Location

Vancouver, B.C.

Application Deadline

February 24, 2020

Job Start Date

February 24, 2020

Date Posted

January 28, 2020

Email

hr@vanartgallery.bc.ca

Website

www.vanartgallery.bc.ca

Salary

Commensurate upon experience

Job Description

Reporting to the Associate Director, Chief Development Officer and the Associate Director, Director of Engagement & Strategic Initiatives, the Executive Assistant is responsible for providing administrative and secretarial support. The Incumbent provides administrative support to campaign and general meetings, participates and supports special events and works on various special projects. Drafts internal and external communications materials and will assist in the writing and editing of capital campaign or engagement correspondence with a high level of accuracy, style and impact.
DUTIES

Provide Administrative and Secretarial Support to the Chief Development Officer and Director of Engagement & Strategic Initiatives.
• Prioritise and ensure that reports, proposals and correspondence are dealt with efficiently and promptly.
• Interface with Raiser’s Edge by inputting actions, managing contact lists and requesting and checking status reports as required.
• Maintain the calendars for both Associate Directors and organize travel and other related arrangements.
• Filing, preparation, collation and distribution of supportive documentation, notes and correspondence.
• Organize Directors’ expense reports and submit to Finance.
• Advise the Associate Directors of matters requiring personal attention, with associated deadlines and preparing relevant documentation.
• Deal with matters requiring attention or refer them to the appropriate person in the absence of either Associate Director.
• Takes notes or minutes of various other meetings when required.
• Check agenda, set up and test technology (laptop, PowerPoints, projectors) and provide supportive documents for meetings.
• Identify and take any follow up action arising from the notes or minutes that are required.

Correspondence and Communication

• Deal with correspondence addressed to the Associate Directors.
• Assist with letters and presentations for the Associate Directors.
• Manage communication to the Associate Directors by screening calls, letters and emails. Determine which require priority and bring to the Associate Directors attention and which communication is appropriate to deal with independently.
• Meet the Associate Directors’ guests upon arrival at the Gallery or meeting location, as required.

Special Projects

• Carry out specials projects as allocated by the Associate Directors.
• Carry out research and analysis that may be needed for projects.
• Communicate with staff, donors and volunteers to achieve aims of projects.
• Monitor progress of projects allocated to staff by Associate Directors and prepare reports on progress and implement any actions.

Special Events

• Participate and assist with special events as required.
• May be asked to assist with the preparation and execution of capital campaign events or engagement initiatives by managing attendee lists, supporting volunteers, preparing venues and coordinating registration procedures and following-up after events.
• Provide support to the Associate Directors at special events, as required.

Please send your resume, in confidence, by Friday, February 28, 2020 to the Director of Human Resources, Vancouver Art Gallery, 750 Hornby Street, Vancouver, B.C. V6Z 2H7, Fax: (604) 682-1086 or email: hr@vanartgallery.bc.ca

We thank all applicants for their interest; however, only those short-listed will be contacted.