The Art Gallery of Mississauga is looking for a Gallery Operations Manager to maintain information systems and internal gallery procedures. Applicants will play a fundamental role in the efficient and professional running of the Gallery, as well as its operational effectiveness through facilities management, member management and general guidance of business operations.

Key responsibilities include:

Administration

• Maintain internal systems and procedures to ensure staff and contractors have access to all required documentation and are aware of key deadlines related to exhibitions, programming, grants, and other organizational and statutory requirements.
• Collect and organize statistical data required for grant applications and monthly/annual reports; maintain accurate records of visitors and events.
• Ensure all documentation is current, well organized and properly filed, including but not limited to: all artist, employee and third-party contracts, insurance policies, rental agreements, equipment and rental contracts, City documents, AGM owned equipment, Board Minutes, HR records, health and safety materials, accounting paperwork and password databases (ie social media accounts, CADAC, and AGM computers).
• Process incoming invoices and prepare outgoing payment (print applicable cheques) for delivery/mailing. Track accounts receivable and make bank deposits. Use QuickBooks Online (QBO) to assist with record-keeping transactions.
• Monitor and reconcile Bingo-related expenses and complete monthly Bingo reports; prepare and submit annual Bingo application.
• Support the annual audit through the accountant and provide documentation as required by funders or for other audits.
• Sort and distribute incoming and outgoing paper mail; monitor administrative email inboxes.

  Operations

• Ensure efficient daily operation of the Gallery by ordering/purchasing office, exhibition and programming supplies.
• Assist Director and/or Curator and/or Education and Programs Manager in coordination of programs and exhibitions, as needed; arrange transport when required.
• Work closely with Volunteer Coordinator and Gallery volunteers and give direction regarding daily operations including front desk duties and maintaining visitor records.
• Liaise with the City of Mississauga representatives regarding facilities management including security protocols/access, premises upgrades, heating, a/c, lighting, furniture and city owned equipment.
• Handle event inquiries and rental contract administration; ensure appropriate insurance certificates are collected; manage Gallery rentals and events,such as opening receptions,
  curator tours/talks and private rentals.
• Ensure up to date maintenance of Gallery records.

  Membership and Fundraising

• Responsible for maintaining the Gallery’s membership and donor database (using Keela CRM), managing renewals and billing – ensure all fees are received and processed and along withany donations/cheques, deposited and credited properly to the AGM; issuing tax receipts.
• Issuance and distribution of membership cards.
• Work with ED and Marketing and Communications on membership drives, as required.
• Assist with fundraising projects and event coordination (i.e. Annual Art Auction, Silent Auctions and fundraising events), as requested; take an active role in identifying potential donors and sponsors; prepare solicitation materials and proposals.
• Assist ED and Board with Annual General Meeting.
  
  Experience and Skills required:
• Positive and personable with a high level of professionalism, tact; effective communications skills.
• Strong skills in Microsoft Office (Word, Excel), Outlook, Teams, and presentation software.
• Knowledge of Keela (CRM) and Past Perfect an asset. If no knowledge, a willingness to learn the software in first weeks of employment.
• Experience and comfort level with databases, spreadsheets, using online applications, email communications systems, cloud based drives and importing and exporting data base
  information via spreadsheets.
• Experience or aptitude for reading and interpreting financial statements, managing invoices, and ensuring proper filing; knowledge of QuickBooks online (QBO) an asset.
• Experience working with third party contractors, facility management and member services.
• An aptitude for assessing and improving processes and workflows; excellent time management skills.
• Organized, attention to detail and ability to evolve and learn with changing priorities and scope; ability to manage multiple projects and competing priorities.

The position requires a commitment of 32 hours per week and would require availability onsite during AGM hours with the flexibility of non-traditional hours around engagement opportunities, events and programming.

Hourly rate of pay $27.00

Benefits – Complete- Health, Dental, Accidental Death

The AGM welcomes applications from all qualified candidates and encourages submissions from groups that are typically underrepresented in institutional spaces, including racialized and Indigenous individuals, LGBTQ2S+ identifying individuals, francophone individuals, and persons with disabilities.

If you require any accommodations during the selection process, please contact [email protected].

APPLICATION DEADLINE
Interested applicants should submit a detailed resume and cover letter to [email protected] with the subject line GALLERY OPERATIONS MANAGER by 5:00pm on Monday November 10, 2025.