Executive Assistant & Communications Manager

Direct message the job poster from Urbanarium

We have a great opportunity to welcome an executive assistant & communications manager to the organization that will be a key and very appreciated administrative lead.

Reporting to the Executive Director and working closely with the Board of Directors, you will provide high level administrative leadership in all areas of operations including running the Annual Plan, scheduling, record keeping, event and meeting coordination, proposal and report writing and communications management.

By taking ownership of the day-to-day administrative procedures, you will enable the executive to focus on achieving the organization’s long-term strategic goals around housing affordability and climate change.

Responsibilities will take place on a number of platforms in a variety of ways:

• Manage calendars for the Executive Director and the Board including scheduling meetings, preparing agendas and presentation slides, taking meeting minutes and coordinating follow-up tasks after meetings
• Document management of organizational GDrive
• Act as a point of contact for the organization
• Maintenance and development of communications collateral including website, social media and print
• Manage selected marketing campaigns
• Assist in donor and sponsor relations
• Monitor and respond to incoming and outgoing messages, submissions and reports
• Prepare and issue formal correspondence, reports and tax receipts
• Create and coordinate administrative policies and procedures
• Coordinate logistics for internal (board meetings) and external events (programming)

This position requires:

• Exceptional organizational skills and attention to detail in this fast-paced work environment
• Strong computer skills including an ability to pick up software quickly. Proficiency in Google Workspace an asset
• Experience managing executive level colleagues in a professional environment
• A knack for providing hospitality and stakeholder stewardship

Working Conditions

• Salary is based on 40hrs. a week
• Work is mostly performed in an accessible downtown Vancouver office but can include our small, pop-up studio space on Granville Island and some work from home
• On occasion, non-traditional hours at different venues and offices
• Professional work environment involving government and other leaders in city making fields
• Career development and other learning opportunities

The Vancouver Urbanarium Society acknowledges that Metro Vancouver is the unceded, traditional and ancestral territory of many First Nations including 10 local First Nations: the Katzie, Kwantlen, Kwikwetlem, Matsqui, Musqueam, Qayqayt, Semiahmoo, Squamish, Tsawwassen and Tsleil-Waututh.

As an organization that focuses on city-making, Urbanarium knows that how we relate to the land we occupy matters. We are actively working on reconciling our relationship to colonialism and are prepared for this to change the way we work. Our programming and other outputs aim to reflect First Nations perspectives and elevate respectful approaches to land use and land rights.

Compensation Range

$70,000 - $85,000

Full time position, with benefits and competitive vacation

We encourage applications from people of colour, Black and Indigenous people, members of the LGBTQ2

SIA+ community, gender diverse people, Disabled people, neurodivergent people, immigrants, and other candidates with lived experience of systemic oppression.

To Apply

Submit a brief cover letter and resume to

Ensure your application is attached as a single .pdf file. Please cite the job title of the position you are applying for in the subject line.

About Us

Urbanarium was founded in 1985. It has been a registered charity since 2015. The mostly volunteer-run organization’s mandate is to motivate residents, governments, and industry to take informed action to improve their cities.

Led by a board of directors made up of architects, landscape architects, planners, developers, urban designers, community leaders and other professionals, we produce Canada’s largest affordable housing competition series alongside City Debates, Studios and Talks that inspire actionable solutions to the urgent challenges of housing and climate change.

Over the next three…