Employment Opportunity

Posted February 1st, 2021

Executive Assistant + Program Liaison

The Organization

The Vancouver Biennale is a not-for-profit charitable organization responsible for many of the iconic public artworks in the Lower Mainland. The organization’s mandate is to use great art as a catalyst for transformative learning and community engagement where people live, work, play, and transit. We create unexpected and globally inspired cultural experiences in diverse public spaces: indoors, outdoors, and virtually.

The Role

1. Clerical Support:

  • Handle day-to-day mail, e-mail and phone inquiries.
  • Handle correspondence between artists, curators, community partners, municipal partners and others.
  • Format presentations, contracts, project plans, etc.
  • Manage calendars, schedule meetings, set up zoom links.
  • Manage office SharePoint filing, ensure file organization and naming protocol.
  • Photocopying, scanning, transferring, uploading old archive files onto SharePoint.
  • Track invoices, outstanding receivables, grant funding requests, etc.

2. Program Support:

  • BIG IDEAS educational program: Manage registration requests and correspondence with existing teachers. Manage artist payments and school district reimbursements.
  • National Touring Exhibitions: Maintain exhibition calendar, coordinate shipping, inspect artwork and complete condition reports, liaise with exhibition staff.

3. Office Facility Management

  • Coordinate suppliers for garbage collection, cleaning, repairs and upgrades, technologies and equipment.
  • Keep inventory of equipment, furniture, supplies and making purchases when required.
  • Ensure cleanliness of the spaces between weekly professional cleaning.
  • Schedule and manage facility space rental and in-house events. (post-COVID)

Key Skill Set

This is not an entry-level position. The successful applicant must be super organized, able to multi-task, and have high proficiency in the following areas:

  1. Written + Verbal Communication
  2. Planning + Scheduling
  3. Organization + Project Coordination


  1. Work onsite at the Biennale office.
  2. Monday-Friday 9:00am – 5:00pm. Some flex-time may be available.
  3. Attendance at in-person and virtual Biennale events, including evenings and weekends, may occasionally be required.

You will be supporting the President, Vice President and a small team of three. The pace will be fast, and the standards will be high. The projects are amazing, so if you love cool public art, you’ll love the job. Interested candidates are welcome to send a cover letter and resumé to info@vancouverbiennale.com by February 8, 2021.

The Vancouver Biennale is an equal opportunity employer. We are committed to a work environment that supports, inspires, and respects all individuals. Personnel processes are merit-based and applied without discrimination on the basis of race, colour, religion, sex, sexual orientation, gender identity, marital status, age, ability, national or ethnic origin, citizenship, or other protected characteristic.