Administrative Assistant
/Job Title:
Administrative Assistant
Organization:
Federation of Canadian Artists (FCA)
Deadline:
Until filled
Organization Description:
Founded in 1941 by working Canadian artists, including members of the Group of Seven, the Federation of Canadian Artists (FCA) is one of Canada's largest and most established visual arts organizations, supporting more than 2,800 emerging and established artists nationwide.
Through exhibitions, educational programming, artist critiques, workshops, and lectures, the FCA fosters artistic excellence, professional development, and public engagement with the visual arts.
Located on Granville Island in the heart of Vancouver's cultural district, the Federation Gallery presents over 20 exhibitions annually, including three celebrated international open calls: On the Edge, the Annual International Representational Exhibition, and the Annual International Mail-In Art Exhibition.
Website:
Job Description:
Organization: Federation of Canadian Artists (FCA)
Location: Federation Gallery, Granville Island, Vancouver, BC (On-site)
Schedule: Full-time, Saturday–Wednesday, with occasional additional shifts by mutual agreement
Reports to: Gallery Coordinator
Compensation: $42,000–$45,000 annually, commensurate with experience, plus extended health benefits following the successful completion of a three-month probationary period.
Role Overview
The FCA is seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of the Federation Gallery and serve as a key point of contact for artists, members, students, and visitors.
As an integral member of the gallery team, the Administrative Assistant helps ensure the smooth administration of membership programs, exhibitions, educational offerings, and community events. This role combines customer service, office administration, event support, and technical coordination in a dynamic arts environment.
Responsibilities:
Serve as a primary point of contact for artists, members, students, and the public by answering phones, responding to emails, and addressing general inquiries.
Process membership applications and renewals, maintain member records, and provide support regarding membership benefits and services.
Review incoming submissions for memberships, exhibitions, and other programs, ensuring all application materials meet submission requirements and following up with applicants as needed.
Maintain accurate physical and digital filing systems, ensuring records are current, organized, and easily accessible.
Enter and manage membership, exhibition, educational, and administrative data within databases, spreadsheets, and CRM systems.
Provide technical support for online workshops, classes, and virtual meetings, including platform setup, troubleshooting, and participant assistance.
Assist with the planning and delivery of exhibitions, opening receptions, workshops, outreach initiatives, and other special events.
Prepare administrative materials, correspondence, reports, meeting documents, and presentation materials as required.
Assist with mail distribution, photocopying, office organization, and other general administrative duties.
Support gallery operations by assisting with artwork organization, storage, and inventory management when required.
Collaborate with staff, volunteers, instructors, and artists to support the successful delivery of FCA programs and services.
Perform other related duties as assigned.
Qualifications:
Post-secondary education in Arts Administration, Fine Arts, Cultural Studies, Communications, Business Administration, or a related field is considered an asset.
Experience in an administrative, customer service, nonprofit, arts, or cultural organization environment is preferred.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Familiarity with Adobe Creative Suite, particularly Photoshop and InDesign, is considered an asset.
Experience working with databases, CRM systems, online registration platforms, social media tools, or accounting software is an asset.
Strong organizational, time-management, and multitasking skills, with exceptional attention to detail.
Excellent written and verbal communication skills and a professional customer-service approach.
Ability to work independently while contributing effectively as part of a collaborative team.
Confidence learning and troubleshooting digital platforms and technology.
Demonstrated interest in the visual arts and commitment to supporting artists and creative communities.
Note: This job description is intended to describe the general nature and level of work performed by the incumbent. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Additional duties may be assigned as required to support the ongoing needs of the organization.
How to Apply:
Please email your resume and cover letter as a single PDF document to fcagallery@artists.ca with the subject line:
Administrative Assistant – Your Name
Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.
Remuneration:
$42,000–$45,000 annually, commensurate with experience, plus extended health benefits following the successful completion of a three-month probationary period.
