Administrative Assistant

Job Title:

Administrative Assistant

Organization:

Federation of Canadian Artists

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 a non-profit visual arts organization supporting over 2,800 emerging and established artists across Canada. Through our robust education programs—including workshops, critiques, and lectures—led by accomplished artists, we foster creative growth and engagement in the visual arts.

Located on Granville Island in the heart of Vancouver’s arts community, the Federation Gallery presents bi-weekly juried exhibitions and three annual international open calls: On the Edge, the Annual International Representational Exhibition, and the Annual International Mail-In Art Exhibition.

Website:

https://artists.ca/get_involved/employment_opportunity_administrative_assistant_part_time

Job Description:

Location: Federation Gallery, Granville Island, Vancouver
Organization: Federation of Canadian Artists
Compensation: $20–$23/hour (commensurate with experience)
Application Deadline: Open until filled
Apply to: fcagallery@artists.ca (PDF resume + cover letter as a single file) with subject line: Admin Assistant_Your Name.

The FCA is seeking a motivated and detail-oriented Administrative Assistant to support our operations and engage with our community. This role is ideal for individuals passionate about the arts, seeking professional expereince in arts administration, and eager to contribute to meaningful cultural initiatives.

Reports to: Gallery Coordinator
Schedule: Sunday - Wednesday (9:30 AM - 5:30 PM, including paid breaks and lunch hours) with occasional additional shifts upon mutual agreement.

Responsibilities:

• Assist with general office tasks such as answering phones and responding to emails, including handling membership renewals and basic member inquiries.

• Review incoming submissions for membership and gallery entries, checking for issues such as incorrect cropping of artwork images, and follow up with artists to inform them of any submission errors.

• Organize and maintain physical and digital files, ensuring all documents are up-to-date and easy to access.

• Input membership and gallery data accurately into spreadsheets, databases, or CRM systems to support ongoing operations.

• Provide technical assistance for online workshops and classes, including troubleshooting issues with software, managing virtual meeting platforms, and ensuring smooth operation during sessions.

• Assist with planning, organizing, and executing the FCA events, such as opening receptions, in-person workshops, and the FCA’s community outreach events, including preparing materials and arranging logistics.

• Provide additional support to various departments as needed, such as preparing materials for meetings, photocopying, and handling mail.

• Assist with organizing the artwork storage and sorting.

• Other duties as assigned.

Qualifications:

A graduate from a diploma or degree program in Arts Administration, Fine Arts, Cultural Studies, Communications, or Business Administration is an asset.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with Adobe Creative Suite (Photoshop, InDesign).
Experience with database management, social media platforms, and basic accounting software is an asset.
Strong organizational, communication (both written and verbal), and problem-solving skills.
A demonstrated passion for supporting the arts and fostering community connections.

How to Apply:

Please send your resume and cover letter as a single file (PDF format) to fcagallery@artists.ca with subject line: Admin Assistant _ Your Name. Only shortlisted applicants will be contacted.

We invite applicants to apply early as the review of applications will begin immediately.

Remuneration:

$20–$23/hour (commensurate with experience), extended health benefits