Development Administrative Assistant

Development Administrative Assistant

VANCOUVER ART GALLERY

Temporary, Full-Time (3-months with possibility of extension)

The Vancouver Art Gallery believes creativity is fundamental to an open and engaged world. Bring your experience in Development to one of Canada's leading arts institutions in the heart of downtown Vancouver.

Reporting to the Administrative Manager, Development, the Development Administrative Assistant is responsible for providing comprehensive administrative and development support to the Gallery's Development department. This role supports the Administrative Manager, Senior Director of Development, and other Development staff through a range of responsibilities, including coordinating communications, preparing correspondence and reports, organizing meetings and travel, maintaining records and files, and assisting with projects and special events. The position also provides back-up database support for donor and membership records, processes expense claims, and ensures the smooth and efficient operation of the Director of Development's Office by implementing effective systems and procedures.

What You Will Do

• Liaise with the Senior Director and Administrative Manager on upcoming deadlines and flagging key items for action
• Update Raiser's Edge following important donor activities on behalf of the Senior Director; Assist with data entry and receipting in the Development department database
• Calendar management for the Senior Director and Administrative Manager as required
• Making travel arrangements for Development staff as required
• Processing and tracking expense claims
• Assist with special events, including administrative tasks leading to the event and participation at the event when required
• Review and store tax receipts in collaboration with the Database Officer
• Attend meetings and taking action notes (minutes)
• Open, sort and prioritize incoming mail
• Coordinate incoming communications and outgoing mailings
• Draft responses, letters and memoranda
• Assist in preparation of reports and presentation materials
• Maintain records and files with a high level of confidentiality
• Assist the Administrative Manager with special tasks as required
• Supports the Gallery's overall goals towards a cohesive brand voice and identity.

This role contributes to the overall success of the Development team and ensures contribution to the Gallery's strategic goals.

What You Bring to the Role

As Development Administrative Assistant, you hold a university degree or diploma in administration, communications or a related field. You also bring a minimum of three years' experience in an administrative or communications role.

In addition, you have:

• Exceptional public relations and interpersonal skills, with a professional and approachable manner
• Knowledge of fundraising best practices in philanthropic and arts communities will be an asset
• Outstanding writing, editing and communications skills, with the ability to compose and edit a range of correspondence with minimal instruction while maintaining impeccable attention to details
• Strong computer skills with experience using Raiser's Edge, MS Office applications and Adobe InDesign
• Excellent organizational skills to maintain and manage a high volume/variety of material and tasks within challenging time constraints
• Ability to occasionally work evenings and weekends for events

COMPENSATION AND WORK ENVIRONMENT

Salary: Pay Grade 17: Step 1: $26.36 per hour.

Schedule: Monday to Friday; 9am to 5pm, 35 hours per week

This is a unionized position. This assignment falls under the jurisdiction of CUPE Local 15 – VMECW.

This is an in-office position at the Gallery's downtown Vancouver location.

TO APPLY

Please submit your application through our career's portal by November 4, 2025, at 11:59pm.

Please note that only applicants with Canadian citizenship, permanent residency or a valid work permit will be considered.

Our Values

The Vancouver Art Gallery commits to five core values that guide all that we do:

• We are respectful of the unceded Indigenous territory upon which we are situated
• We are committed to creating an inclusive and respectful environment
• We believe that curiosity is a pathway to innovation
• We establish clear goals and expectations to cultivate a culture of accountability
• We foster successful collaboration through thoughtful communication and active listening

The Vancouver Art Gallery is situated on the unceded territories of the xʷməθkʷəyəm (Musqueam), Sḵwxwú7mesh (Squamish) and səlilwətaɬ (Tsleil- Waututh) Nations. We offer a welcoming, team-based office culture and we are committed 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.

More About the Vancouver Art Gallery

Founded in 1931, the Vancouver Art Gallery is recognized as one of North America's most innovative visual arts institutions. The Gallery's celebrated exhibitions, extensive public programs and emphasis on advancing scholarship all focus on historical and contemporary art from British Columbia and around the world. Special attention is given to the accomplishments of Indigenous artists, as well as to those of the Asia Pacific region—through the Centre for Global Asias (formerly the Institute of Asian Art) founded in 2014. The Gallery's exhibitions also explore the impact of images in the larger sphere of visual culture, design and architecture.

The Gallery's new Art of Wellbeing lab furthers its commitment to community by promoting the role of art in fostering health and wellbeing. Developed in collaboration with healthcare professionals, researchers and Indigenous Elders, the lab creates opportunities for individuals to engage with art in ways that support mental, emotional and physical wellbeing.

The Vancouver Art Gallery is a charitable not-for-profit organization supported by its members, individual donors, corporate funders, foundations, the City of Vancouver, the Province of British Columbia through the BC Arts Council and the Canada Council for the Arts.