Open to International applicants with valid Canadian Work permits: Yes
Job Title: Administrative Assistant
Location: Victoria, BC
Hours: Full‐time role. Monday – Friday, 9am‐5pm, evenings and weekends as required.
Salary: $24.03 per hour (Effective March 22, 2025). This is a permanent full‐time unionized position – CUPE Local 410. Pay grade 3, pay rates are set in accordance with the Collective Agreement.
About Us
The Art Gallery of Greater Victoria (AGGV) is located on the traditional territories of the Lək̓wəŋən peoples, today known as the Xwsepsəm and Songhees Nations. Established in 1951, the Gallery is housed in the historic 1889 Spencer mansion with accompanying contemporary exhibition spaces. The AGGV is the largest public art gallery on Vancouver Island, BC, with a collection of over 20,000 artworks representing the work of BC and Canadian artists as well as one of the country's most significant collections of Asian art. In our ongoing efforts to ensure the Gallery is welcoming and accessible, we offer regular Free Admission days, free admission for all Indigenous people, and for anyone 25 years of age and under.
About the Role
Under the direct supervision of the Director of Development and Marketing, the Administrative Assistant plays a vital role in supporting the activities of the Marketing and Development Department including both operational and capital fundraising and marketing. In collaboration with team members, this position follows established procedure and provides essential support in the areas of routine administrative functions; stakeholder engagement; meeting and event support; database administration and reporting; cross‐departmental and external communications. This position is expected to maintain a high level of confidentiality and discretion and requires clear verbal and written communication skills. Tasks are performed with attention to detail and under the guidance of supervisors.
Key Responsibilities
* Perform routine administrative duties, including data entry, filing, processing mail, and ordering supplies
* Assist with scheduling, calendar management, and coordinating vendor services
* Maintain internal digital records and contact lists
* Support preparation of meeting materials and internal communications
* Assist with donor and membership database updates, mailings, and reporting
* Help coordinate internal and external events such as staff socials, workshops, and AGMs
* Provide basic support with hybrid meeting tools and event logistics
* Support distribution of internal notices and donor call lists
* Upload and archive organizational documents and templates
* Carry out assigned tasks and small projects with supervision
* 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
Why Join Us?
* Play a pivotal role in advancing the mission of a respected cultural institution
* Be a vital part of delivering meaningful cultural experiences to the community and helping foster a welcoming environment for all visitors
* Work in a unique setting that blends art, history, and creativity
* Join a collaborative and supportive team that values safety, professionalism, service and a strong commitment to equity, diversity, inclusion, and accessibility in our policies and practices
* Enjoy the opportunity to engage more deeply with the Gallery through staff membership benefits
* Gain experience in both visitor engagement and cultural operations
* Hours and work arrangements vary by role and may include onsite, hybrid, daytime, evening, or weekend work depending on operational requirements; details specific to this role will be shared during the recruitment process
Commitment to Diversity and Inclusion
The Art Gallery of Greater Victoria is committed to fostering a workplace that reflects the diversity of the communities we serve. We welcome applications from all qualified individuals and encourage candidates from equity‐deserving groups, including Indigenous Peoples, racialized persons, persons with disabilities, women, and individuals of all sexual orientations, gender identities, and gender expressions.
Responsibilities & Qualifications
* Minimum 2 years' experience in an administrative support role
* Strong attention to detail and accuracy in task execution
* Familiarity with Microsoft Office Suite and Office 365 (Word, Excel, Outlook, SharePoint)
* Clear written and verbal communication skills
* Ability to work collaboratively and follow detailed direction
* Professionalism, discretion, and a positive attitude
* Basic knowledge of event coordination or office logistics
* Willingness to learn new systems and participate in training
* A valid driver's license is required
* Familiarity with CRM systems is an asset
Equal Opportunity Statement
AGGV is an equal opportunity employer. Employment decisions are based on qualifications, merit, and organizational needs, in accordance with the BC Human Rights Code.
Inclusive Recruitment Process
We are committed to providing an inclusive and barrier‐free recruitment and selection process. If you require accommodation at any stage of the hiring process, please contact us and we will work with you to meet your needs.
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