Executive Support Officer

2 months ago

Canberra, Australia The National Film and Sound Archive (NFSA) Full time

Posted: 15/11/2023- Closing Date: 28/11/2023- Salary: $77,337.00 - $81,821.00- Job Type: Ongoing / Non-ongoing; Full time- Location: Canberra- Job Category: Administration,Arts, Culture**About the National Film and Sound Archive of Australia**

The National Film and Sound Archive of Australia (NFSA) is custodian of Australia’s audiovisual archive, the cultural experience platforms of our time.

Our mandate is to collect, preserve and share the remarkable story of the Australian audiovisual experience through the creativity and history represented in film, television, radio, recorded sound, extended reality, networked media, videogames and associated contextual documentation and ephemera. Our primary focus is on Australian production and Australian related production, but we also address key international influences on our culture.

The NFSA is committed to developing its collection through the representation of Aboriginal and Torres Strait Islander peoples, as well as those from culturally and linguistically diverse backgrounds.

**About the Job**

Are you a dynamic administrator with a ‘can do’ attitude? Do you want to play an important support role, assisting the NFSA Executive to achieve the National Film and Sound Archive of Australia’s (NFSA) strategic priorities?

The NFSA Executive are a close working and collaborative team with an ambitious and considered change agenda. We are looking for an energetic, self-starter to work as part of a small team of 3 who provide support the NFSA’s Executive Team. We are seeking someone with commitment to the purpose and role of the organisation and to building a strong workplace culture that is professional, friendly, cooperative and approachable, with a positive service approach. This position provides direct support to the Head of Collection Preservation, the Chief Digital Officer and the Head of Programs and Place; and is the coordination point for all overseas travel for the organisation.

Essential characteristics include the ability to:

- Provide high level proactive executive support to multiple executives.
- Respond positively and willingly to a changing work environment.
- Work proactively and supportively in a small team.
- Build and sustain positive, cooperative working relationships.
- Exercise sound judgement and discretion, see opportunity and effectively problem solve.

**About the Team**

The Executive Team comprises of our CEO, the Head of Collection, the Head of Collection Preservation, the Chief Digital Officer, the Chief Marketing Officer and the Head of Programs and Place. This position reports to the Executive Assistant to the CEO & Head of Collection.

**Location**

This position is based on site at the NFSA premises in Acton, Canberra. The nature of the work, supporting on-site Executive staff, means that it is expected that the successful applicant will work on premises for the majority of time, with flexibility around working hours.

**Job Details**

Under general direction, the Executive Support Officer provides high quality and client-focussed administrative support as part of a small team in the Executive Office. The role requires the development of a sound working knowledge of NFSA policies, procedures and guidelines to perform the following duties:

- Provide high-level proactive administrative support to senior officers including diary management, supporting travel arrangements, reconciling credit cards and making routine payment and reimbursements.
- Providing support to meetings onsite including room and catering booking and meeting room set up preparation of hospitality and secretariate support when required.
- Provide general office administration support including mail collection, ensuring sufficient stationary, printer and kitchen supplies and assist with Executive Kitchen duties.
- Coordinating NFSA international travel.
- Support to cross-team projects such as the All Staff Conference, as required.
- Assist with the preparation of routine reporting prepared by the Executive Office for Board and APSC.
- Maintain accurate and efficient records management and planning systems using TRIM electronic registry management system and SharePoint and Roadmunk

**Selection Criteria**
- Strong administrative, time management and organisational skills, including the ability to flexibility and proactively manage competing executive support tasks and adapt to changing work priorities under limited direction.
- Highly developed interpersonal and communication skills appropriate to liaising with a broad range of internal and external stakeholders.
- The ability to exercise judgement and problem solve when faced with difficult and/or sensitive enquires and situations.
- Demonstrated ability to build and sustain positive working relationship with a larger team.
- Demonstrated competency with Outlook and the Microsoft O365 suite, and the ability to quickly adapt to new software and workflows.

**Application Questions**

In consideratio

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