Executive Administrator
Art Gallery of Alberta
Position: Full-time permanent
Deadline to apply: October 4, 2025
The executive administrator reports to the executive administrator/chief curator and provides administrative support to them and the Art Gallery of Alberta (AGA) board of directors. This key role manages the administrative needs of the executive administrator’s office, including correspondence, scheduling, expense reporting, and preparing reports and presentations. Core responsibilities include board liaison, coordinating meetings, preparing minutes, and managing official Board and Committee administration (governance documents, policies, and terms of reference). The position also supports human resources and development/fundraising initiatives.
Scope
The executive administrator position requires the utmost confidentiality due to contact with AGA board members and the handling of sensitive human resource and financial materials. A high level of professional conduct and communication is essential when interacting with AGA donors, funders, and other stakeholders.
Responsibilities
The executive administrator is expected to carry out the following activities:
Meeting Coordination
- Coordinate all meeting logistics for the executive administrator/chief curator and the board, including room bookings, catering, online meetings, and A/V equipment.
- Request required documentation in advance of meetings from/for the board, staff, and senior management.
- Prepare and distribute board and committee meeting packages, minutes, and agendas.
- Confirm board member attendance to ensure quorum.
Correspondence and Communication
- Draft and edit letters, correspondence, and presentations for the executive administrator/chief curator.
- Receive and screen calls and take messages for the executive administrator/chief curator.
- Manage the executive administrator/chief curator’s meetings with external contacts.
Administrative Support
- Ensure effective filing and record-keeping of all board-related documents, including electronic storage.
- Provide proactive general support to the executive director/chief curator in managing scheduling, meeting coordination, and other general administrative duties.
- Maintain and organize the executive administrator/chief curator’s daily schedule (calendar coordination, reservations, and appointments).
- Prepare expense reports for the executive administrator/chief curator.
- Support the preparation, administration, and reporting of grants, including gathering documentation and coordinating deadlines.
- Provide administrative support for development and fundraising initiatives (donor communications, sponsorship coordination, and event support).
- Carry out other duties as required, including project and event-specific support.
Qualifications
The successful candidate must have:
- Previous experience in a senior administrative position.
- Exceptional organizational skills and attention to detail.
- Demonstrated ability to effectively prioritize workflow.
- Excellent interpersonal, written, and oral communication skills.
- Ability to exercise independent judgment and show initiative.
- Unquestionable regard for confidentiality and organizational awareness.
- Proficiency with the Microsoft Office suite (Excel, Pivot Table, Word, PowerPoint, and MS Outlook).
Logistics and Application
- This is a full-time, permanent position.
- The deadline for this posting is October 4, 2025. The posting will remain open until a suitable candidate is found.
Please submit a cover letter and resume by email to the address below. We appreciate all applications; however, only short-listed candidates will be contacted.
Email for Submissions: careers@youraga.ca
For more information visit Executive Administrator.
The Art Gallery of Alberta and Land Acknowledgment
The AGA is committed to promoting diversity and representativeness within our organization, striving to provide a fair and equitable environment for all.
The Art Gallery of Alberta respectfully acknowledges that we are located on Treaty 6 Territory, the traditional land of diverse Indigenous peoples, including the Cree, Nitsitapi/Blackfoot, Métis, Nakota Sioux, Iroquois, Dene, and Ojibway/Saulteaux/Anishinaabe. We also acknowledge all Indigenous, Inuit, and Métis peoples who make Edmonton their home today.
