Executive Assistant

2 weeks ago

Melbourne, Australia Museum Victoria Full time

Location: Melbourne | CBD

Job type: Part time / 8 months

Organisation: Museum Victoria

**Salary**: $73,842 - $81,753

Occupation: Administration/Secretarial

Reference: VG/MV/0338A

Australia's largest public museum organisation is seeking a person to provide administrative support and co-ordinate research and reporting for the office of the Chief Financial Officer and Director of Corporate Services.

**Executive Assistant**

Australia's largest public museum organisation is seeking a person to provide administrative support and co-ordinate research and reporting for the office of the Chief Financial Officer and Director of Corporate Services.

**ABOUT MUSEUMS VICTORIA**:
Museums Victoria cares for the State scientific and cultural collections, providing visitor access, activities and events at five distinct venues: Melbourne Museum, Immigration Museum, Scienceworks, IMAX Cinema and world heritage listed Royal Exhibition Building.

To learn more about Museums Victoria, please visit About us - Museums Victoria

**ABOUT THE POSITION**:
The primary responsibility of the position is for the effective operation of the Corporate Services Directorate Office through the provision of efficient administrative support and the timely and accurate provision of research and reports.

**Notable skills and experiences**:

- Respond to queries, draft replies to correspondence, reports and submissions, direct matters to relevant department heads for their action, identify and appropriately escalate issues and take follow up action to meet the needs and timelines of the CFO.
- Co-ordinate divisional communications and ensure adherence to Museum Victoria guidelines, consistency of quality and professionalism of outgoing material from the division and post divisional information to Museum Victoria's intranet and internet.
- Provide a range of effective executive support functions to the CFO, including accurately managing the CFO's schedule, prioritising activities to aid the CFO's effectiveness, construction of spreadsheets and development of engaging presentations.
- Provide the secretariat function for the Board's Audit and Risk Committee and other high-level committees as required.
- Provide secretarial support for divisional meetings, workshops and functions, including co-ordinating papers, organising venues, catering, agendas, taking minutes and follow-up actions.
- Effectively maintain and develop office systems and processes which support the flow of approvals, advice and other documentation to and from the CFO and division. Coordinate stationery orders for the division.
- Liaise with Museum Victoria Directors Team and Leadership Team, Board members, Arts Victoria, Arts agencies, government departments and consultants to provide timely advice and information to the director.
- Undertake data collection, research and analysis related to any of the areas of divisional responsibility and co-ordinate and contribute to project teams which focus on process and systems improvement.
- Comply with Museum Victoria's policies and procedures and with relevant legislation and regulations.

**The successful applicant will have**:

- Demonstrated capacity to determine priorities, meet strict timelines, effectively balance competing demands and work with mínimal supervision.
- Experience in providing secretariat support to Board and/or executive committees.
- Ability to produce reports and other written documents which are clear, fluent, concise, logically organised and appropriate for the intended audience.
- Well developed liaison and communication skills, including the ability to communicate with Board members, senior executives, all levels of staff and external clients.

**OTHER INFORMATION**

**HOW TO APPLY?**

**Applications will require the following documents**:

- A covering Letter
- A Resume detailing your relevant experience
- A statement addressing each of the Key Selection Criteria

**Applications Close: Sunday 28**th** May 2023 (11.59PM)

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