Job Posting 78874

Executive Assistant to the Chief Advancement Officer
Vancouver Art Gallery
Vancouver & Lower Mainland
Vancouver, B.C.
closed 13 days ago (Sat, 15 Jan)
full time  •  $55,000 - $75, 000.



Executive Assistant to the Chief Advancement Officer (CAO)

Excluded Position


The Vancouver Art Gallery Association (Association) believes creativity is fundamental to an open and engaged world. The Association strives for art experiences that create paths of shared perspectives leading to engaged and diverse communities supporting a collective future together. The Association operates a museum located in downtown Vancouver on the unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and səl̓ilwətaɁɬ (Tsleil-Waututh) nations. The museum includes a number of operations ranging from ticketing, retail, fundraising, exhibition planning and deployment to human resource systems and building project development.


The Vancouver Art Gallery, one of the largest art museums in Canada, and the largest arts organization in Western Canada, is undergoing a multi-phase organizational transformation. With a permanent collection of over 12,000 works of art, the Gallery is implementing a campaign to build a new purpose-built gallery facility in downtown Vancouver, the Chan Centre for Visual Arts. This is a moment of growth, exploration and innovation, as the Gallery re-articulates its relationship to community and audiences to re-imagine what an art museum in the 21st century can be.


As a not-for-profit organization incorporated under the BC Societies Act and a recognized charity, the Association’s funding is dependent on contributed and earned revenue and municipal, provincial, and federal grants, as well as foundation support and the generosity of its donors.  The Association had over 150 employees pre-COVID and has put in place the foundation for post-COVID recovery and strategic development.


Summary and Nature of Work


Reporting to the Chief Advancement Officer (CAO) the Executive Assistant is responsible for providing administrative, secretarial and event support.  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 for the Chief Advancement Officer and will assist in the writing and editing of capital campaign correspondence with a high level of accuracy, style and impact. 


Responsibilities and Requirements


Provide Administrative and Secretarial Support to the CAO.

  • Provide administrative and secretarial support to the CAO.
  • Prioritise and ensure that reports, proposals and correspondence are dealt with efficiently and promptly.
  • Interface with Raiser’s Edge by inputting actions, managing contract lists and requesting and checking status reports as required by the CAO.
  • Maintain the calendar of the CAO and organize travel and other related arrangements.
  • Filing, preparation, collation and distribution of supportive documentation, notes and correspondence.
  • Screen telephone calls.
  • Advise the CAO of matters requiring personal attention with associated deadlines and preparing relevant documentation.
  • Deal with matters requiring attention or refer then to the appropriate person in the absence of the CAO.


Provide Administrative and Clerical Support for meetings.

  • Take notes or minutes of various campaign cabinet, stakeholders and other meetings when required.
  • Check agenda, set up and test technology (laptop, PowerPoints, projectors) and provide supportive documents.
  • Check details in all paperwork, working with others as necessary.
  • Identify and take any follow up action arising from the notes that are required.


General Administrative Assistance

  • Assist in the maintenance of the Development office procedures manual.
  • Provide administrative support to other staff members as required.


Correspondence and Communication

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


Special Events

  • Participation and assistance with special events as required by the CAO.
  • Working with development staff to manage attendee lists, support volunteers, prepare venues and coordinate registration procedures and follow-up after events.
  • Provide support to the CAO at special events, as required.


Special Projects

  • Carry out specials projects as allocated by the CAO.
  • 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 CAO. Prepare reports to CAO on progress and implement any actions.


Relevant Skills & Qualifications


Minimum three to five years’ experience in an executive assistant position, preferably in the visual arts or non-profit sector. 


Excellent writing skills and ability to compose and edit a range of correspondence and written material with only general instructions.


Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), electronic scheduling/document tracking, Raisers Edge, project management systems. The ability to type 60 WPM.  Asana, Adobe Creative Suite are an asset.


Excellent organizational skills to maintain and manage a high volume/variety of material and tasks within challenging time constraints and shifting priorities.


Excellent verbal communication skills and a professional telephone manner.


Ability to deal effectively and work cooperatively with all levels of staff, Trustees and members of the public.


Ability to maintain confidentiality in Gallery and Capital Campaign Office related matters.


Ability to work under pressure using initiative to plan, organize and establish priorities


Compensation & Work Environment


This is an excluded (non-unionized) full-time position.  Salary commensurate with experience along with a comprehensive benefit package.


The Association offers a welcoming, team-based office culture. The Association is committed to providing equitable access to everyone.  We actively support accessibility, anti-racism, LGBTQ2S+ inclusion and we encourage diversity in our staff, visitors, volunteers and programming.  We cultivate a safer space where all voices are heard, valued, and represented.  The Association stands against hatred, discrimination, racism, homophobia, and transphobia.


Please send your resume, in confidence to the Director of Human Resources, Vancouver Art Gallery, 750 Hornby Street, Vancouver, B.C. V6Z 2H7, Fax: (604) 682-1086 or email:

The position will be open until filled.


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



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