Administrative Assistant

About the Art Gallery of Greater Victoria

Located on the traditional territories of the Lək̓ʷəŋən peoples, today known as the Xʷsepsəm and Songhees Nations, the Art Gallery of Greater Victoria is a welcoming public space that encourages dialogue through art. With over 22,000 works, the Gallery holds the largest public collection in British Columbia, including one of the finest collections of Asian art in the world. We connect people and art to build a better understanding of our world.

About the Role

Members and donors are integral to the work of the Gallery, and this role makes sure they are well supported. Our Development and Marketing team is looking for an Administrative Assistant to help deliver member and donor services while supporting the day-to-day operations of the Gallery. Reporting to the Director of Development and Marketing, you will keep member and donor information accurate in Raiser's Edge and help with recognition and appreciation events. Much of the job involves coordinating the Advancement Committee and Gallery Associates, from scheduling their meetings to tracking action items and following up with contributors. Website content is another piece of the work, with routine updates made in WordPress. Day to day, you will collaborate closely with colleagues on your own team and across other Gallery departments. Members and donors will often reach you first with their questions, so diplomacy and discretion matter as much as organization. The position works with a degree of independence within established procedures, and guidance is available when something falls outside the routine. For an organized person who enjoys detailed work with a clear purpose, this role offers a meaningful place on a collaborative Gallery team.

Key Responsibilities

• Providing day-to-day administrative and office support to help keep operations organized and running smoothly, including correspondence, scheduling, records management, office coordination, payment processing, and maintaining shared resources and documentation.

• Supporting donor, member, and database administration by maintaining accurate records in Raiser’s Edge, assisting with data quality and reporting, processing membership and donation information, and coordinating related mail and record-management activities.

• Coordinating clear and timely communications with members, donors, staff, committee members, Gallery Associates, vendors, and other constituents, including preparing routine correspondence and notices, responding to inquiries, supporting donor recognition, and maintaining approved website content.

• Helping meetings, committees, and events run smoothly by coordinating schedules and logistics, preparing and distributing materials, tracking RSVPs and action items, supporting hybrid meetings, and providing administrative support for member, donor, sponsor, staff, Advancement Committee, and Gallery Associates activities and events.

• Keeping administrative processes and deliverables on track by maintaining documentation, monitoring assigned timelines, following up on outstanding items, supporting established processes, and identifying routine opportunities to improve organization, data management, and administrative practices.

• Contribute to an inclusive workplace by demonstrating respect for diverse perspectives, supporting equitable and accessible practices, and fostering a welcoming environment for colleagues, artists, and visitors.

What We're Looking For

• A minimum of three years of progressively responsible experience in administrative support, committee coordination, database administration, or a related role.

• Strong administrative, organizational, and communication skills, with excellent attention to detail and the ability to manage recurring responsibilities, priorities, timelines, and follow-up in a fast-paced environment.

• Proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, and SharePoint, along with experience managing digital files, records, and shared documentation.

• Experience with Raiser’s Edge or a comparable donor/customer relationship management system, including data entry and maintenance, data-quality practices, and routine reporting, as well as proficiency with WordPress for routine website content updates.

• Experience coordinating meetings, committees, and events, including scheduling, preparing and distributing materials, managing communications and RSVPs, tracking action items, and supporting hybrid meetings.

• The ability to work independently and professionally, exercise discretion and confidentiality, learn new systems, and recognize when non-routine matters should be referred for guidance or decision-making. A valid driver’s licence is required.

• Education or training in office administration, nonprofit administration, fundraising, communications, information management, or a related area is an asset, as is experience working in a gallery, museum, cultural, charitable, membership-based, or fundraising environment and supporting committees or volunteer groups.

Position Details

Hours of Work: Part-time, 28 hours per week (4 days per week). Regular workdays and hours will be established based on operational requirements. Some evening and weekend work may be required to support Gallery meetings, programs and events.

Remuneration: $27.31 per hour (Effective March 22, 2025) This is a permanent part-time unionized position - CUPE Local 410. Pay grade 4, pay rates are set in accordance with the Collective Agreement. Successful candidate is also eligible for benefits and pension after the completion of the probationary period.

How to Apply

Please submit your cover letter and resume. Applications for this position will be accepted until 4:00pm PCT on Wednesday, December 2.

For the full list of responsibilities and qualifications, please see the complete job description.

Applications will be reviewed as received. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

AGGV is an equal opportunity employer. Employment decisions are based on qualifications, merit, and organizational needs, in accordance with the BC Human Rights Code.