Exhibition Operations Specialist
2 days ago
The Exhibitions Business Unit is seeking a highly organised and proactive Administrative Officer to support the effective operation of its team. The successful candidate will provide high-quality administrative and operational support, ensuring smooth workflows across the unit.
This role underpins the work of Managers and Coordinators by managing documentation, scheduling, financial processing, and team coordination. It also supports activities across the exhibition lifecycle, from early planning and scheduling through to logistics, documentation, delivery, and project closure.
The Administrative Officer will be responsible for:
- Providing efficient administrative support to the Exhibitions Business Unit, including coordinating meeting schedules, preparing agendas, taking and distributing minutes, and tracking actions.
- Managing and maintaining accurate administrative systems, including filing, document version control, records management, and correspondence tracking.
- Assisting with procurement processes, including raising purchase orders, monitoring expenditure, processing invoices, and maintaining simple budget spreadsheets in line with APS and Museum requirements.
- Supporting the preparation and maintenance of exhibition schedules, timelines, risk registers, and reporting templates, ensuring information is accurate and up-to-date.
- Coordinating operational tasks that support exhibition delivery, supporting the development of gallery schedules, organising contractors, and facilitating access for visitors and stakeholders.
- Assisting with the logistics of exhibitions and activations by liaising with internal teams, contractors, and stakeholders to ensure smooth delivery.
- Contributing to post-exhibition evaluation by assisting with reporting and documentation.
- Providing administrative and logistical support for visiting contractors, artists, community representatives, and other stakeholders, including travel arrangements for external stakeholders and NMA staff travelling for exhibition programs.
- Contributing to a positive team culture by providing flexible support to meet shifting Business Unit priorities.
The ideal candidate will have:
- Demonstrated administrative experience in a fast-paced office environment, preferably within a cultural institution, public sector, or similar setting.
- Strong organisational skills with the ability to manage competing priorities, coordinate schedules, and maintain accurate records.
- Confidence in using administrative systems, financial processing tools, and Microsoft Office applications (Outlook, Excel, Word).
- Attention to detail and a proactive approach to problem-solving, with the ability to identify and escalate issues as needed.
- Strong written and verbal communication skills, including the ability to draft clear meeting notes, correspondence, and reports.
- Ability to work collaboratively as part of a multidisciplinary team, building productive relationships with internal and external stakeholders.
- A commitment to inclusive, respectful, and culturally safe practices, particularly in relation to First Nations engagement and community partnerships.
Desirable qualifications include experience with government procurement or financial administration processes, familiarity with project coordination in a museum, gallery, or cultural organisation, and awareness of the Australian cultural sector or exhibitions environment.
To be eligible to apply for this vacancy, applicants must be an Australian citizen and undergo a number of pre-employment checks, including a police record check.
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