Executive Assistant & Board Liaison (6 month contract)

Employment Type : Temporary full-time position, 5 days per week, 35 hours per week

Location : Granville Island

Salary range : $50,000 - $70,000 (based on annual salary)

About Arts Umbrella

Arts Umbrella is where young artists ages 2 22 cultivate their passion and creativity in the visual and performing arts. As a non-profit organization entirely dedicated to arts education for children and youth, we believe that art is powerful.

A professional faculty delivers a wide range of instruction at every level, including post-secondary scholarship programs across the spectrum of creative fields.

With locations in Vancouver and Surrey, Arts Umbrella delivers tuition-based programs as well as donor-funded community-based programs.

Each year, Arts Umbrella serves more than 20,000 young people, with nearly 80% through community-based arts education programs, bursaries, and scholarships.

Recently Arts Umbrella opened the doors of its new, 50,000 net-square-foot facility on Granville Island. With this exceptional opportunity, Arts Umbrella is poised to further our vision for a better world where the next generations are inspired to seek wonder through the arts.

It is our mission to be Canada’s leader in arts education for young people; to build community and deliver profound life experiences through our commitment to innovation, excellence, and inclusivity.

Arts Umbrella ( AU ) is an organization full of heart, where self-expression and creativity are valued and nurtured.

The Opportunity

Arts Umbrella is seeking a temporary Executive Assistant & Board Liaison for a 6-month contract, with possibility of extension.

Reporting to the CEO, this position plays an important role in delivering and maintaining high standards of varied, complex and confidential administrative support to the CEO.

The role is a pivotal support position, as they are a key liaison among staff members and between the CEO and external partners.

The Executive Assistant / Board Liaison will manage the day-to-day office operations and business activities of the CEO, including providing strategic management of the CEO’s busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking the CEO’s expenses and arranging travel.

Key Accountabilities :

• Ensures timely distribution of meeting materials, tracks outstanding matters, writes minutes and ensures logistics are planned and followed through transparently.
• Coordinates executive appointments, email management, filing, travel arrangements and expense reports.
• Ensures that Arts Umbrella complies with all the by-laws required by the BC Society Act and liaises with legal counsel as necessary.
• Works directly with the Association and Foundation Boards and Committees.
• Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice / billing management.
• Maintain and update office phone list, email distribution lists, and other similar systems.
• Serve as the key point of contact for main office vendors, suppliers and visitors
• Onboarding and offboarding employees from various systems.
• Design, communicate and oversee implementation of office operations, policies and procedures.
• Continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
• Report any unsafe conditions, practices or injuries as soon as possible and take appropriate actions.
• Performs related duties in keeping with the purpose and accountabilities of the job.

Here is what you bring

• A minimum of 2 years administrative experience supporting an executive.
• Post-Secondary education, preferably in business administration or another related field.
• Experience in customer service and / or office operations.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Good judgment to assess the priority and sensitivity of confidential information.
• Excellent attention to detail and ability to work independently.
• Strong communication skills including interpersonal and writing skills.

Diversity & Inclusion

Arts Umbrella is dedicated to promoting diversity and inclusion. Our commitment is reflected in our programming, the audience we engage with, the students we serve as well as the staff we employ.

Diversity and inclusion in our organization means fostering a workplace in which individual differences are recognized, appreciated, and respected.

We actively seek applications from Indigenous peoples, visible minorities, persons with disabilities, people of all sexual orientations and genders, and others with knowledge in diversity and inclusion to help us strengthen our commitment.