Curatorial, Visitor Experience and Programs Administrator

Art Gallery of Greater Victoria; Victoria; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading cultural institution in Victoria, Canada, is seeking a CVEP Administrator to coordinate exhibitions, public programs, and grant applications. The ideal candidate should have at least five years of administrative experience in a cultural organization, alongside strong organizational and communication skills. You will work in a dynamic team environment supporting the arts and community engagement. This unionized position offers competitive compensation and opportunities for personal contribution in a diverse workplace.

Benefits

Competitive compensation

Pension and benefits

Collaborative work environment

Qualifications

• Minimum five years' experience in an administrative or operational support role.
• Experience supporting complex projects with multiple stakeholders.
• Knowledge of local history, culture, and Indigenous communities is an asset.

Responsibilities

• Coordinate grant applications and support materials.
• Manage project timelines and budgets.
• Support planning and delivery of exhibitions and public programs.

Skills

Organization

Communication

Attention to detail

Initiative

Education

Three-year post-secondary diploma or bachelor's degree

Tools

Office software

Web-based tools

Job description

Location: Victoria, BC

Hours: Full-time, 35 hours per week (Monday–Friday, with occasional evenings and weekends as required)

Salary: $31.07 per hour (Effective March 22, 2025) – Unionized Position, CUPE Local 410, Pay Grade 6

About Us

The Art Gallery of Greater Victoria (AGGV) stands as a beacon of culture and community, nestled just 20 minutes from downtown Victoria in a serene park-like setting. Established in 1951 and housed in both contemporary exhibition spaces and the historic 1889 Spencer mansion, AGGV is not only the largest public art gallery on Vancouver Island but also one of the most significant in Canada, boasting an impressive collection of over 20,000 pieces of visual and decorative arts. As a growing non‑profit organization, we are committed to excellence, innovation, diversity, and inclusivity, firmly believing in the power of collaboration to achieve our goals.

About the Role

The Curatorial, Visitor Experience & Programs (CVEP) Administrator plays a central coordination role across the Curatorial and Visitor Experience & Programs departments. Reporting directly to the Chief Curator and indirectly to the Director, Visitor Experience & Programs, this position supports the planning, delivery, and administration of exhibitions, public programs, education initiatives, and special events.

This is a highly organized, forward‑thinking role for someone who enjoys juggling multiple timelines, coordinating across departments, and keeping complex projects moving from idea to execution — without dropping the ball.

Key Responsibilities

Grant Coordination

• Research, track, and assess grant opportunities from government agencies, foundations, and third‑party funders.
• Coordinate grant applications and supporting materials with internal stakeholders.
• Draft, edit, proofread, and submit grant proposals in collaboration with department leads.
• Track grant reporting requirements, deadlines, and deliverables.
• Coordinate completion of grant reports and supporting documentation.

Project & Program Coordination

• Coordinate exhibition and program project meetings, including agendas, minutes, and follow‑ups.
• Liaise with artists, institutions, and partner organizations to administer contracts, exhibition agreements, and communications.
• Ensure artist, writer, and presenter fees align with CARFAC minimum standards.
• Coordinate travel, accommodations, and logistics for visiting artists, curators, and presenters.
• Support critical path planning for exhibitions, programs, and educational initiatives.
• Assist with content coordination for exhibitions, programs, website updates, and AGGV publications.
• Secure copyright permissions for external content used by the Gallery.

Department Administration & Reporting

• Provide day‑to‑day administrative support to Curatorial and Visitor Experience & Programs teams.
• Track project timelines, deliverables, and budgets in coordination with Finance.
• Coordinate departmental meetings, scheduling, and internal communications.
• Serve as a first point of contact for public inquiries related to exhibitions, artists, and programs.
• Maintain accurate exhibition, programming, and statistical data for CADAC and other reporting requirements.
• Coordinate timesheets, travel claims, and credit card reconciliations for department staff.
• Develop and maintain departmental procedures, filing systems, and administrative standards.

What We’re Looking For

• Completion of a three‑year post‑secondary diploma or bachelor’s degree (Museum Studies preferred; related fields considered).
• Minimum five (5) years’ experience in an administrative or operational support role within a cultural or non‑profit organization.
• Demonstrated experience supporting complex projects with multiple stakeholders and timelines.
• Strong written and verbal communication skills with excellent attention to detail.
• High level of organization, initiative, and discretion.
• Proficiency in common office software and web‑based tools; desktop publishing or image editing experience is an asset.
• Knowledge of local history, culture, and Indigenous communities is considered an asset.

Why Join Us

• Work at one of Vancouver Island’s leading cultural institutions.
• Collaborative, mission‑driven team environment.
• Meaningful work supporting arts, culture, and community engagement.
• Unionized position with competitive compensation, pension and benefits.

Commitment to Diversity and Inclusion

AGGV is committed to building a diverse and inclusive workplace. We strongly encourage applications from all qualified candidates, including Indigenous peoples, women, people of colour, LGBTQQIP2SA individuals, and others who will contribute to further diversifying our team. If you require accommodation at any stage of the recruitment process, please let us know.

How to apply

How to Apply: If you are passionate about making a difference and possess the required qualifications, we would love to hear from you! Please apply by sending your resume and cover letter [e-mail].

Document Requirements

Prepare one document (preferably PDF) containing both your Cover Letter and Resume (or CV) named in the following format:

• LAST NAME_Initial_Job Title_APP

If you must send your Cover Letter and Resume (or CV) as separate documents, please name them in the following format:

• LAST NAME_Initial_Job Title_CL
• LAST NAME_Initial_Job Title_RES (or CV)

The posting will remain open until 5 PM on February 17, 2026. We will review applications and engage in conversations with qualified candidates as they apply.

Join us at the Art Gallery of Greater Victoria and be part of a team that values your contribution and believes in your potential to help us achieve our mission.