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Administrative Assistant

2 weeks ago

Vancouver, British Columbia, Canada Alliance for Arts and Culture Full time
Job Description
This detail-oriented and enthusiastic Arts Admin Assistant will join our team this summer as a project-based position, working closely with our Office Administrator to support the efficient functioning of our Arts Centre. This role involves data entry and updating, filing, facilitating rentals and birthday parties, assisting our Customer Service Team, and assisting with reports and other documentation. You will gain a behind-the-scenes view of how an Arts Centre works and thrives.

The full-time (35 hours/week) 16-week youth employment opportunity is scheduled to take place from May 5 – August 22, 2025. The position and its duration are conditional upon Canada Summer Jobs funding.

Responsibilities:
  1. Shadowing the Office Administrator, you will be fully immersed in all aspects of the Arts Centre operations.
  2. You will actively contribute to the creation of an inclusive and encouraging environment in which staff and patrons have a respectful and dependable framework to do their work and participate in our activities.
  3. You will take on a leadership role in coordinating some of the day-to-day logistics of facility operations.
  4. You will undertake general administrative tasks and collaborate with the Office Administrator to support the efficient functioning of office operations.
  5. You will assist in day-to-day administrative duties and provide overall administrative support to ensure the smooth running of the office.
  6. You will coordinate the booking of rooms in the facility and communicate with clients to understand their needs and ensure proper scheduling.
  7. You will facilitate the booking process for birthday parties, including scheduling, payment processing, and ensuring a positive experience for attendees.
  8. You will assist the customer service team in handling inquiries, resolving issues, and ensuring overall customer service satisfaction.
  9. You will gather, categorize, and maintain documents and implement file management best practices.
  10. You will assist in the preparation of meeting minutes, reports, and other administrative documents.
  11. You will collaborate with and provide support to other departments as needed to maintain the seamless operation of the art centre.