Job Posting 99161

Executive Assistant To The Ceo & Executive Director
Vancouver Art Gallery
Vancouver & Lower Mainland
Vancouver, B.C.
closed 14 days ago (Thu, 15 Feb)
full time  •  Based on Experience

VANCOUVER ART GALLERY ASSOCIATION

1 FULL-TIME (EXCLUDED POSITION)

EXECUTIVE ASSISTANT TO THE CEO & EXECUTIVE DIRECTOR

 

 

Reporting to the CEO & Executive Director, the Executive Assistant is responsible for providing administrative and event support.  Provides administrative support by preparing documents, reports, presentations and correspondence; tracks and prepare contract payments; coordinates travel bookings; manages calendar, appointments and assists with interdepartmental communications.  Drafts internal and external communications materials for the CEO & Executive Director and will assist in the writing and editing correspondence with a high level of accuracy, style and impact. Coordinates meetings and agendas and assists with follow-up and future planning to ensure continual and ongoing progress of the CEO’s agenda. 

 

ABOUT THE GALLERY

 

The Vancouver Art Gallery, one of the largest and innovative art museums in Canada, is undergoing a multi-phase organizational transformation after celebrating 90 years of operation. With a permanent collection of more than 12,000 works of art, the Gallery is implementing a campaign to build a new purpose-built gallery facility in downtown Vancouver planned to open in 2028. This is a moment of growth, exploration and change, as the Gallery re-articulates its relationship to communities and audiences and envisions the role of an art museum in the 21st century.

 

The new building designed by Swiss Architects Herzog and de Meuron will provide an optimal platform to reimagine the Gallery’s relationship with the world. The new Gallery building will be the most ecologically sustainable art museum in Canada. The creation of a world-class purpose-built art facility will enable the Gallery to foster deeper and wider community relations and expand audiences, celebrate Indigenous culture, and acknowledge the diverse heritage and histories of place and people in Canada and the ancestral and unceded territories of the Traditional Coast Salish Lands including the Musqueam (xʷməθkʷəy̓əm), Squamish (Sḵwx̱wú7mesh Úxwumixw) and Tsleil-Waututh (səlilwətaɬ) Nations.

 

Complementing and building upon a rich institutional history of exhibiting photography and moving image, design, craft, material and popular culture—in an expanded field of visual culture—the Gallery further seeks the development of an online and virtual space—“a second building”—that blurs the line between the “real” and “virtual” worlds. Through innovative art programming, the Gallery will be a leader in interpreting Canada’s past, present, and future.

 

 

DUTIES

 

Provide confidential administrative support to the CEO & Executive Director including and not limited to:

 

  • Prioritise and ensure that reports, proposals, and correspondence are dealt with efficiently and promptly.
  • Maintain and manage calendar, meeting requests, and organize travel and other related arrangements.
  • Manage contact lists and requesting and checking status reports as required.
  • Prepare, collate, distribute and file supportive documentation, notes, PowerPoints, and correspondence.
  • Organize Directors’ expense reports and submit to Finance.
  • Advise the CEO & Executive Director 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 the CEO & Executive Director.
  • Take notes or minutes of various other meetings when required.
  • Liaise with Events Department and other appropriate contacts for meeting set-up, as well as any meetings as required.
  • Check meeting agendas, 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.
  • Correspond and liaise with other departments and outside constituents as required.
  • Monitor progress of action items, assist with follow-up and anticipate next steps to move forward projects and issues.

 

Correspondence and Communication

 

  • Manage communication by screening calls, letters and emails. Determine which require priority and bring to the CEO & Executive Director’s attention and which communication is appropriate to deal with independently.
  • Assist with correspondence addressed to the CEO & Executive Director.
  • Assist with letters, speaking points, and presentations for the CEO & Executive Director.
  • Meet the CEO & Executive Director’s guests upon arrival at the Gallery or meeting location, as required and ensure availability of all items required for meeting.

 

Special Events

 

  • Participate and assist with special events as required.
  • May be asked to assist with the preparation and execution of 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 CEO & Executive Director at special events, as required.

 

QUALIFICATIONS           

 

  • Minimum five to seven years’ experience in a senior executive assistant position, preferably in the visual arts or non-profit sector.  The successful candidate must be astute and proactive in identifying and addressing current issues, possess strong communication skills, and have the ability to skillfully deal with all levels of staff, Trustees and members of the public.
  • Excellent organizational skills and the ability to prioritize tasks, exercise good initiative and judgment are required.
  • Excellent writing skills; ability to compose and edit a range of correspondence and written material with only general instructions from the Director.
  • Proficiency in Word, PowerPoint, Excel, Outlook, and electronic scheduling/document tracking systems. The ability to type 60 WPM.
  • 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; professional telephone manner.
  • Ability to identify key points and summarize conversations, documents, etc.
  • Ability to deal effectively and work cooperatively with all levels of staff, Artist, donors, Board & Committee members and members of the community.
  • Ability to maintain confidentiality in Gallery and CEO’s Office related matters.
  • Ability to work under pressure using initiative to plan, organize and establish priorities.
  • Ability to lift boxes up to 25 lbs.

 

 

HOURS:  40 hours per week.

 

SALARY:  Based on Experience

 

Please note that only applicants with Canadian Citizenship, Permanent Residency or

valid Work Permit will be considered.

 

Please email your resume by February 10th 2024 to Director of People and Culture, Vancouver Art Gallery, 750 Hornby Street, Vancouver, B.C. V6Z 2H7, email .

 

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

 

The Vancouver Art Gallery is situated on the unceded territories of the xʷməθkʷəyəm (Musqueam), Swxwú7mesh (Squamish) and səlilwətaɬ (Tsleil- Waututh) Nations. Vancouver Art Gallery commits to providing equitable access to everyone. We actively support accessibility, anti-racism, LGBTQ2S+ inclusion, and encourage diversity in our staff, volunteers, visitors, and programming. We cultivate a safer space where all voices are heard, valued and represented.

 

 

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