Administrative Coordinator

ORGANIZATION:
West Vancouver Community Arts Council

DEADLINE:
Dec. 13, 2025

ORGANIZATION DESCRIPTION:
The West Vancouver Community Arts Council (WVCAC), established in 1968, is a not-for-profit organization with a mission to increase and broaden the opportunities for West Vancouver and all North Shore citizens to enjoy and participate in cultural activities; deliver visual, literary and performing arts programs; foster interest in our diverse cultural heritage; and promote the many talented individuals living and working in our community. The WVCAC operates the Silk Purse Arts Centre, a waterfront art gallery and performance venue open to the public free of charge, Wednesday through Sunday, and provides arts and culture engagement opportunities in the community. With more than 600 active members, WVCAC is a vibrant, well-loved cultural hub.

WEBSITE:
https://westvanartscouncil.ca

JOB DESCRIPTION:
We are currently looking for a part-time Administrative Coordinator to handle multiple responsibilities, including supporting the operations, events, and programming of the West Vancouver Community Arts Council (WVCAC). This position manages day-to-day administrative tasks, coordinates volunteers, assists with financial tracking, and supports the Executive Director in grant applications. This is a primarily on-site position and requires some evening and weekend availability during concert series and exhibition openings.
The ideal candidate is self-driven, exceptionally organized, proactive, and able to anticipate needs. This person enjoys working with systems and spreadsheets, thrives in a small but fast-paced environment, and approaches challenges with resourcefulness and attention to detail. The position advances administrative processes, operations, and the important work of the WVCAC.
Reporting to the Executive Director, the role involves interacting with staff, artists, members, volunteers, and visitors. Willingness to work Saturdays is important. If you have most of the essential criteria, you are encouraged to apply, and transferable skills from other industries are welcome.

RESPONSIBILITIES:
Volunteer coordination:
• Volunteer recruitment and training
• Schedule volunteer gallery hosts for daily shifts
• Schedule volunteers for front-of-house throughout the year

Bookkeeping and Administrative Coordination:
• Daily sales reconciliation, including data entry and weekly bank deposits
• Track statistics and attendance
• Prepare contracts for artists and performers
• Support the Executive Director in grant applications
• Assist with in-house raffles: licence application, item procurement, raffle ticket preparation, tracking ticket sales, and filing the final report

Office and Rental Coordination:
• Monitor general information and rental emails
• Respond to rental requests, coordinate site visits, prepare contracts and payments
• Liaise with the District of West Vancouver maintenance department

Events Support:
• Assist in executing performances, live events, and presentations with a solutions-focused approach
• Assist with online and in-person ticket sales, front-of-house, and revenue reports
• Respond quickly to evolving event needs with resourceful, on-the-spot problem-solving

QUALIFICATIONS:
• Post-secondary degree in a related field (business administration, arts administration, communications); equivalent experience will be considered
• Strong organizational skills with the ability to manage multiple projects and deadlines
• Experience with volunteer management
• Ability to collaborate with diverse groups, including volunteers, artists, staff, sponsors, and stakeholders
• Excellent verbal and written communication skills
• Minimum of 3 years of experience in administrative and customer service roles
• Familiarity with QuickBooks and basic accounting
• Proficiency in Microsoft Office Suite, especially Excel (shortlisted candidates will complete an Excel test)
• Strong customer service and sales experience with a love of numbers and spreadsheets
• Experience using CRM systems

HOW TO APPLY:
To apply, submit your cover letter and resume by email to Mirjana Galovich, Executive Director, at mirjana.wvcac@shaw.ca by December 13, 2025. WVCAC offers a welcome and safe space for all who engage with it and provides opportunities for connection within a diverse community. Applications from underrepresented groups are encouraged, including Indigenous Peoples, people of colour, the 2SLGBTQIA+ community, people with visible or invisible disabilities, and others facing systemic barriers. Only applicants selected for an interview will be contacted.

REMUNERATION:
$24/hour; 30 hours/week