Administrative Assistant

ORGANIZATION:
Burnaby Arts Council

DEADLINE:
November 30, 2025

ORGANIZATION DESCRIPTION:
The Burnaby Arts Council (BAC) is a non-profit, registered charity dedicated to supporting and promoting the arts in Burnaby. Located in Deer Lake Park, the BAC organizes community events such as the Summer Arts Festival, Live at the Gallery, and the Burnaby Summer Theatre. It also operates the Deer Lake Art Gallery, a vibrant exhibition space showcasing local and regional artists. For over 50 years, the BAC has fostered creativity, collaboration, and community engagement through visual, performing, and multidisciplinary arts.

WEBSITE:
http://burnabyartscouncil.org/

JOB DESCRIPTION:
The Administrative Assistant plays a key role in supporting the operations, events, and programming of the Burnaby Arts Council (BAC). This position manages day-to-day administrative tasks, coordinates vendors and logistics for festivals and exhibitions, assists with financial tracking, and supports social media and communications initiatives. The ideal candidate is highly organized, detail-oriented, and comfortable multitasking in a dynamic, creative environment. This part-time role (approximately 10–15 hours per week) is primarily on-site with some remote flexibility and requires some evening and weekend availability during festivals and exhibitions.

RESPONSIBILITIES:

• Maintain and update spreadsheets, invoices, and financial records; assist with basic bookkeeping and QuickBooks reconciliation

• Manage digital file systems (Google Drive, Dropbox), including invoices, receipts, certificates, and documents

• Manage payments for services and update credit card information as needed

• Attend monthly board meetings and support donation and cash deposit processes

• Handle mail correspondence, respond to inquiries, and notify board members of cheque payments

• Respond to inquiries from vendors, artists, board members, and community via email and phone

• Maintain vendor and payment tracking spreadsheets for festivals and events

• Correspond with vendors, artists, and artisans regarding applications, payments, and event details

• Coordinate event logistics including permits, bookings, payments, and material preparation

• Manage vendor payments and follow up on outstanding balances

• Jury vendor applications through Gravity Forms

• Prepare event materials such as vendor badges, floor plans, raffle floats, and signage using Google Docs, Word, and InDesign

• Ensure vendor membership compliance through MembershipWorks

• Support exhibition setup and teardown, volunteer coordination, and on-site event operations

• Design and schedule event graphics and promotional materials using Canva, Photoshop, and InDesign

• Monitor and engage with followers on social media, including responding to tags and comments

• Support promotional campaigns for events and exhibitions

• Create and schedule social media and newsletter content using Canva, Adobe Creative Suite, and MailChimp

QUALIFICATIONS:

• Post-secondary education in Arts, Administration, Business, Event Management, or related field (or equivalent experience)

• Experience with office administration, event coordination, or bookkeeping

• Proficiency in Google Workspace and Microsoft Office; experience with Canva and QuickBooks is an asset

• Strong organizational and multitasking skills with high attention to detail

• Excellent communication and interpersonal skills

• Ability to work independently and collaboratively

• Interest in arts, culture, and community engagement is a strong asset

HOW TO APPLY:
All interested candidates must email their cover letter and resume to info@burnabyartscouncil.org with the subject line: “[Full Name] – Administrative Assistant Application.” Only shortlisted candidates will be contacted.

REMUNERATION:
$25 per hour