Job Title: Studio Administrator
Location: DigiBC Signals Studio, Vancouver, BC (In-Person)
Reports To: Executive Director
Organization: DigiBC – The Creative Technology Industry Association of British Columbia
Status: Full-Time, 1 (one) year fixed term contract with opportunity to renew
Salary Range: $65,000 – $75,000 (based on experience)
About DigiBC
DigiBC is the Creative Technology Industry Association of British Columbia. We aim to make British Columbia the world’s leading center for creative technology, ensuring that creative tech is a cornerstone in the broader technology and media ecosystem and that the sector grows and thrives for current and future generations.
As a registered non-profit organization, we work on behalf of our member companies and stakeholders, which include video game, animation, VFX, and XR companies, along with post-secondary and service organizations that comprise British Columbia’s creative technology ecosystem. Our flagship event, the Signals Creative Tech Expo, showcases bold and innovative storytelling in creative technology.
Position Overview
We are seeking a highly organized and proactive Studio Administrator to support our Executive Director (ED) and assist in managing our multi-use office, and venue space. This role requires someone who thrives in a dynamic, fast-paced environment and is eager to contribute to DigiBC’s mission of advancing the creative technology sector.
The s will allocate 30% of their time to executive assistant tasks and will play a critical role in scheduling, administrative coordination, and event planning, while also ensuring smooth operations of DigiBC’s office and venue working with the venue production manager and production assistant. Additionally, the role includes supporting industry engagement efforts, facilitating B2B meetings, and supporting the ED in maintaining strong relations with stakeholders, government partners, and creative technology leaders.
This is an in-person role based in Vancouver, BC, with occasional travel.
Key Responsibilities
- Executive Support
- Manage the ED’s calendar, including scheduling internal/external meetings, travel arrangements, and speaking engagements.
- Attend meetings with or on behalf of the ED, take detailed notes, and track action items.
- Prepare PowerPoint presentations, reports, and meeting agendas.
- Assist in time management during meetings, ensuring smooth transitions between agenda points.
- Support the ED in event participation, including DigiBC and government/industry events, as a representative of the organization.
- Track travel expenses, receipts, and invoices for ED-related travel.
- Office & Venue Management
- Oversee day-to-day office operations, including workspace coordination, supply management, and administrative needs.
- Coordinate regular cleaning, facility maintenance, and vendor relations.
- Process office-related purchases and track expenses with budget oversight.
- Manage incoming and outgoing mail, shipments, and deliveries.
- Ensure that the office and event spaces remain professional, safe, and functional for staff, meetings, and visiting delegations.
- Collaborate with DigiBC’s teams to support group meetings and activities.
- Relations & Industry Engagement
- Coordinate travel, accommodations, and itineraries for incoming guests, industry leaders, and delegations attending DigiBC-hosted events.
- Manage budgeting and logistics for hosting industry guests, VIPs, and partners at events.
- Provide on-the-ground support for B2B networking, Beta Lounge activities, and partnership engagements at events like Signals Creative Tech Expo.
- Serve as a liaison with industry partners, government bodies, and creative technology leaders to facilitate meetings and relationship-building.
- Maintain and update a database of key industry contacts, investors, government officials, and creative tech innovators.
- Special Projects & Team Support
- Organize internal team meetings, maintain meeting records, and support in executing strategic initiatives.
- Assist in the creation of employee handbooks and onboarding materials for new team members.
- Manage one in-person workday per week with DigiBC teams to ensure smooth office operations.
- Take on additional special projects as needed, aligned with DigiBC’s strategic priorities.
Qualifications & Skills
Required:
✔ 3-5 years of experience in executive assistance and office management or studio operations.
✔ Excellent time management and organizational skills with the ability to handle multiple projects simultaneously.
✔ Strong written and verbal communication skills, including the ability to draft professional emails, presentations, and reports.
✔ Proficiency in Microsoft 365 (Word, Excel, PowerPoint), Google Workspace, and project management tools (e.g., Monday.com, Slack, Asana etc).
✔ Experience in coordinating meetings, travel arrangements, and managing event logistics.
✔ Ability to work independently, make sound decisions, and anticipate needs.
✔ Strong interpersonal skills, with the ability to interact professionally with executives, industry stakeholders, and government officials.
✔ A passion for creative technology, digital media, video games, XR, and AI-driven innovation.
Preferred:
➕ Experience in the tech, creative, or event industries is a plus.
➕ Knowledge of budget tracking, procurement, and expense management.
➕ Familiarity with CRM platforms and stakeholder management.
➕ Experience supporting B2B networking and industry engagement at events.
Why Join DigiBC?
🌟 Work on behalf of British Columbia’s leading creative technology industries, including video game, animation, VFX, and XR companies, along with post-secondary and service organizations that comprise BC’s creative technology ecosystem.
🌟 Work with top industry professionals, government partners, and creative technology leaders.
🌟 Opportunity for growth in a dynamic and fast-evolving industry.
🌟 Impactful role—help shape the future of immersive storytelling, innovation, and digital media in BC.
🌟 In-person role with opportunities for occasional remote work.
How to Apply:
- Application Deadline: February 21, 2025
- Submit your resume and cover letter to careers@digibc.org detailing why you’re interested in this role
- Due to the volume of applications, only applicants selected for an interview will be contacted