Summary
The Executive Administrator reports to the Executive Director / Chief Curator and provide administrative support for them and the AGA Board of Directors. The Executive Administrator supports the administrative aspects of the Executive Director’s office, including: correspondence, and phone communications, meeting scheduling, expense reporting and participating with the preparation of grant applications and reports, other reports and presentations; The Executive Administrator position includes Board liaison activities; meeting coordination and scheduling, and minutes. The position also manages official Board and Board Committee administration, including: governance documentation, policies, terms of reference, and other related documents. In addition, the position supports human resource-related work for the AGA as well as supporting development and fundraising initiatives.
Scope
As this role has contact with AGA Board members and deals with sensitive human resource and financial materials, confidentiality is paramount to success in the position. The role will also have contact with AGA donors, funders and other stakeholders, and a high level of professional conduct and communication is essential.
Responsibilities
The Executive Administrator will be expected to carry out the following activities:
Meeting Coordination
- Setting up all meeting logistics, including room bookings, catering, online meetings and any required A/V equipment for the ED/CC and Board
- Requesting all required documentation in advance of meetings from and/for Board, Staff, Senior Management;
- Preparing and distributing Board and Committee meeting packages, minutes and agendas;
- Confirming attendance of Board members to ensure quorum
Correspondence/Communication
- Drafting and/or editing letters, correspondence, and presentations in support of the Executive Director/Chief Curator;
- Receiving/Screening calls and taking messages for the Executive Director/Chief Curator.
- Managing meetings for the ED/CC with external contacts
Administrative Support
- Ensuring effective filing and record keeping of all Board-related documents, including the electronic storing of these, where appropriate;
- Provide proactive general support to ED/CC in terms of managing scheduling, meeting coordination, and other general administrative duties.
- As required, maintain and organize the Executive Director/Chief Curator’s daily schedule e.g. coordination of calendar, reservations, invitations and other appointments)
- Preparing expense reports for the ED/CC
- Supporting the preparation, administration, and reporting of grants, including gathering documentation and coordinating deadlines.
- Providing administrative support for development and fundraising initiatives, including donor communications, sponsorship coordination, and event support; and
- Other duties, as required, including project and event-specific support.
Qualifications
The successful candidate will have previous experience in a senior administrative position, and must be highly organized, possess excellent attention to detail and demonstrate the ability to effectively prioritize workflow. Excellent interpersonal, written and oral communication skills are required, as well as an ability to exercise independent judgment, demonstrate unquestionable regard to confidentially and organizational awareness, show initiative and be proactive in the workplace. Experience with the Microsoft Office suite of programs (Excel, Pivot table, Word, PowerPoint and MS Outlook) is also required.
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.
The Art Gallery of Alberta
The AGA is committed to promoting diversity and representativeness within our organization. We strive to provide and maintain a fair and equitable environment for all by valuing and respecting individual differences for our enrichment and that of the community we serve.
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, Metis, Nakota Sioux, Iroquois, Dene, Ojibway/ Saulteaux/Anishinaabe. We also acknowledge all of the Indigenous, Inuit and Metis peoples who make Edmonton their home today.
Please submit a cover letter and resume by email to careers@youraga.ca
The Art Gallery of Alberta is an equal opportunity employer serving diverse communities. We appreciate all applications; however, only short-listed candidates will be contacted.