Administration Assistant jobs in Vernon, BC

Operations Assistant

Organization: Caetani Cultural Centre Society

Employment Status: Part-Time, Hourly

• Hourly Wage: $22-$26 per hour, depending on experience
• Anticipated Hours: 21-24
• Schedule: Flexible; to be determined in consultation with the Executive Director and based on operational needs.
• Vacation Pay & Statutory Entitlements: In accordance with applicable employment legislation.
• Start Date:November 1 2026

POSITION SUMMARY

The Operations Assistant provides practical administrative, program, and facilities support to the Executive Director and the day-to-day operations of the Caetani Cultural Centre.

This is a hands-on, flexible role suited to an organized, resourceful, and community-minded individual who enjoys working across a variety of tasks. The position supports the Centre's administrative functions, assists with the delivery of programs and events, and helps maintain a welcoming, functional, and well-organized facility.

Working under the direction of the Executive Director, the successful candidate will help ensure that daily priorities are addressed, programs run smoothly, and the Centre's spaces and resources are cared for.

KEY RESPONSIBILITIES1. Executive & Administrative Support

• Provide general administrative assistance to the Executive Director as assigned.
• Assist with residency bookings, scheduling, calendars, appointments, and meeting coordination.
• Prepare, format, organize, and proofread documents, correspondence, reports, and other materials.
• Assist with filing, document organization, and maintaining administrative records.
• Assist with email correspondence, phone inquiries, and general communication.
• Help track deadlines, appointments, and administrative action items.
• Support the organization and coordination of information for grant reporting, program development, artist portfolios, and other administrative requirements.
• Maintain confidentiality when handling organizational, financial, personnel, or other sensitive information.

2. Program & Event Assistance

• Provide practical support for workshops, exhibitions, museum tours, cultural programming, and special events.
• Assist with preparing program spaces, materials, supplies, and equipment.
• Help with event setup, takedown, and general event logistics.
• Assist facilitators, artists, volunteers, and participants with basic program-related needs.
• Help ensure that program spaces are clean, organized, and ready for use.
• Support registration check-ins, attendance tracking, and other administrative program tasks.
• Assist with the preparation of program materials, signage, and participant information.
• Help coordinate supplies and logistical details for programs under the direction of the Executive Director or designated program lead.
• Provide support during occasional evening or weekend events, as scheduled and agreed upon.

3. Facilities & Property Support

• Assist with maintaining the cleanliness, organization, and presentation of Centre spaces.
• Conduct routine walkthroughs of designated areas and report maintenance or safety concerns.
• Help prepare rooms, studios, and common areas for workshops, rentals, meetings, events, and other activities.
• Assist with the setup, movement, and storage of tables, chairs, equipment, and supplies, within safe lifting and handling limits.
• Monitor basic supplies, including cleaning products, office supplies, and event materials.
• Report damaged, missing, or malfunctioning equipment and furnishings to the Executive Director.
• Assist with organizing storage areas, supply rooms, and shared workspaces.
• Support seasonal or occasional property-related tasks, including preparations for events and changing programming needs.
• Help ensure that Centre spaces are left clean, secure, and appropriately organized following use.

4. Social Media & Website Support

• Maintain and regularly update the Centre’s website, ensuring information, events, programs, images, links, and other content are current and accurate.
• Create, schedule, and post engaging content across the Centre’s social media platforms in alignment with programming, events, exhibitions, and organizational priorities.
• Monitor social media channels, respond to basic inquiries and comments, and flag matters requiring management attention.
• Assist with promoting programs, events, artist opportunities, fundraising initiatives, and other Centre activities through digital channels.
• Maintain a consistent and professional tone, visual identity, and public-facing presence across website and social media platforms.

5. Office, Supplies & Operational Support

• Assist with inventory checks and the organization of office, program, gift shop, and event supplies.
• Help maintain orderly workspaces and shared administrative areas.
• Assist with purchasing requests, supply pickups, and basic logistical errands as authorized.
• Support the organization of Centre resources and equipment.
• Assist with maintaining consistent administrative and operational procedures.
• Help identify opportunities to improve efficiency, organization, and the day-to-day functioning of the Centre.

6. Visitor & Community Support

• Help create a welcoming and respectful environment for visitors, artists, facilitators, volunteers, and community members.
• Provide basic information about Centre activities, programs, and facilities within the scope of the role.
• Direct inquiries to the appropriate staff member when further assistance is required.
• Support the Centre's commitment to inclusivity, accessibility, and respectful community engagement.
• Represent the Caetani Centre in a professional, courteous, and community-oriented manner.

QUALIFICATIONS & EXPERIENCE

Required / Preferred Qualifications

• Strong organizational and time-management skills.
• Ability to manage multiple tasks and adjust priorities as required.
• Clear, professional, and respectful communication skills.
• Ability to work independently while recognizing when direction or assistance is needed.
• Practical, hands-on approach to problem-solving.
• Comfortable working in a community-based arts and cultural environment.
• Basic computer literacy and familiarity with email, word processing, social media, website, and administrative software.
• Ability to maintain confidentiality and exercise sound judgment.
• Reliable, punctual, and attentive to detail.

Assets

• Previous experience in office administration, executive assistance, event coordination, nonprofit organizations, or facilities support preferred.
• Experience working with artists, cultural organizations, community programs, or volunteers preferred.
• Familiarity with Microsoft Office, Google Workspace, or similar software.
• Experience with scheduling, inventory management, or event setup.
• Interest in the arts, heritage, culture, or community programming.

Equivalent combinations of education, training, and practical experience may be considered.

WORKING CONDITIONS

• Part-time, hourly position with hours scheduled according to Centre needs and available funding.
• Work may take place in office, gallery, studio, outdoor, and event environments.
• Some flexibility may be required for program schedules and special events.
• Occasional lifting, carrying, standing, walking, and room setup may be required, within safe work practices.
• Duties and hours may vary seasonally and in response to programming, events, and operational priorities.
• Training and direction will be provided for Centre-specific procedures and systems.

REPORTING & SCOPE OF AUTHORITY

The Operations Assistant reports directly to the Executive Director.

The successful candidate will be responsible for completing assigned tasks, communicating progress, identifying operational concerns, and seeking direction when required.

CORE EXPECTATIONS

The successful candidate will demonstrate:

• Reliability: Follows through on assigned responsibilities and communicates challenges promptly.
• Organization: Keeps records, spaces, and tasks orderly and manageable.
• Initiative: Identifies practical ways to assist and improve daily operations.
• Adaptability: Responds positively to changing priorities and a variety of tasks.
• Teamwork: Works cooperatively with staff, volunteers, artists, facilitators, and community members.
• Respect: Contributes to a welcoming, inclusive, and professional environment.
• Accountability: Takes responsibility for assigned work and follows Centre policies and procedures.

This job description outlines the primary responsibilities of the position. Duties may be adjusted from time to time to reflect the operational needs of the Caetani Cultural Centre, within the scope of the role and applicable employment requirements.

Please provide a cover letter and resume in your application.

Pay: $22.00-$26.00 per hour

Expected hours: No more than 24.0 per week

Work Location: In person