Reporting to the Director, Vancouver Art Gallery provides senior-level executive support to the Director. The Executive Assistant effectively manages the office of the Director by dealing with workflow, logistical and resource issues to ensure the smooth operation of the office. Considerable judgment, astuteness and discretion are exercised when managing the Director’s incoming communications, identifying and addressing current issues, and working with staff, Trustees, government officials, donors and the public. The incumbent will often make administrative decisions on behalf of the Director based on knowledge of the Gallery, its policies and staff.

DUTIES

• Manages incoming communications (telephone calls/e-mails) for the Director’s Office. Assesses those that require immediate attention and those that can be tactfully deferred. Exercises considerable judgment and discretion in handling calls, routing them to others or dealing with them on own initiative, when appropriate.

• Composes, designs, edits and distributes correspondence, reports and presentations. Produces professional output with accuracy, style and impact. Proofreads content, formats, and presentations of Director’s correspondence and reports prepared by other Divisions, revises as necessary.

• Works with the Director in preparation for the Board of Trustee meetings. Prepares reports and presentation materials. Liaises with internal staff for Board updates.

• Provides senior level administrative support to the Director

• Organizes meetings, dinners, studio visits, etc. Processes per diem cheque requests and expense reports to Accounting in a timely manner.

• Works effectively with the Development department in the preparation and editing of proposals to ensure that proposals are submitted to the Director for final approval that are accurate and complete.