Job Description

Reports to:

Executive Director / Board of Directors

Location:

Burnaby, BC (on-site with some remote flexibility)

Employment Type:

Part-Time (10-15 hours/week)

Wage:

$25/hour

Position Overview

The Administrative Assistant plays a key role in supporting the operations, events, and programming of the Burnaby Arts Council (BAC). This position is responsible for managing day-to-day administrative tasks, coordinating vendors and logistics for festivals and exhibitions, assisting with financial tracking, and supporting social media and communications initiatives.

The ideal candidate is highly organized, detail-oriented, and comfortable multitasking in a dynamic, creative environment.

Key Responsibilities

Administrative Duties

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--sorting, responding to inquiries, and notifying board members of cheque payments. Respond to inquiries from vendors, artists, board members, and community via email and phone.

Festival, Event & Exhibition Coordination

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 vendor correspondence, permits, bookings, payments, and material preparation. Manage vendor payments and contact participants regarding outstanding balances. Jury new vendor applications through Gravity Forms. Prepare event materials such as vendor badges, floor plans, raffle floats, and signage using Google Docs, Word, and Adobe InDesign. Ensure vendor membership compliance through MembershipWorks. Support exhibition setup and teardown, volunteer coordination, and on-site event operations.

Social Media & Communications

Design and schedule event graphics and promotional materials using Canva, Adobe Photoshop, and InDesign. Monitor and engage with followers on social media (Instagram, Facebook), 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 a related field (or equivalent experience). Experience with office administration, event coordination, or bookkeeping. Proficiency in Google Workspace and Microsoft Office; experience in 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 in a team environment. Interest in arts, culture, and community engagement is a strong asset.

Working Conditions

Combination of office, gallery, and event-site work. Some evening and weekend availability is required during festivals and exhibitions.
All interested candidates must

email their cover letter and resume to info@burnabyartscouncil.org with the subject line: [Full Name] - Administrative Assistant Application

. Please note that only those who are shortlisted will be contacted.

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.

Job Type: Part-time

Pay: $25.00 per hour

Expected hours: 10 - 15 per week

Benefits:

Flexible schedule On-site parking
Work Location: Hybrid remote in Burnaby, BC V5G 3T7