Executive Assistant

Posted: 06/02/2025
- Closing Date: 02/03/2025
- Salary: $90,199.00 - $101,022.00
- Job Type: Ongoing / Non-ongoing; Full time
- Location: Canberra
- Job Category: Administration

**About the National Film and Sound Archive**

The National Film and Sound Archive of Australia (NFSA) is Australia’s audiovisual archive, telling the national story by collecting, preserving and sharing audiovisual media, the cultural experience platforms of our time. The collection itself dates back to 1935, making it one of the world’s oldest audiovisual collections. It is also one of the country’s most used cultural collections, with around 125 million views of collection content each year.

The NFSA is in a period of significant change. Following increased Government investment, the institution is in a process of digital transformation, establishing the NFSA as Australia’s most dynamic and valued cultural organisation. We are rebuilding our curatorial workforce and developing the NFSA’s capacity to digitise our collection at scale - to preserve it for the future, to make sure it can be discovered, and to share it with all Australians. We continue to work on developing a stable, secure and future proof workforce across our four physical sites based in Canberra and Mitchell in the ACT as well as in Sydney and Melbourne.

We are an ambitious organisation, and we aim to be an employer of choice within the Galleries, Libraries, Archives and Museums (GLAM) sector, providing exciting and challenging work, as well as favourable employment conditions and unique development opportunities for our staff.

**About the Team**

The Executive Assistant (EA) is a core part of the Executive Office, which comprises the seven member Senior Executive Team and the three-member Executive Support Team.

The Senior Executive Team includes our CEO, the Deputy CEO, the Chief Collection Preservation Officer, the Chief Digital Officer, the Chief Marketing Officer, the Chief Experience Officer and the Chief Curator. The Senior Executive Team are close working and collaborative with an ambitious and considered change agenda.

The Executive Support Team comprises the EA plus two APS 5 Executive Support Officers (one based in Acton, ACT, and one in the NFSA’s Sydney office). Together, the Executive Support Team provides support for all the Senior Executive and ensures the smooth running of the Executive Office.

**The Opportunity**

The Executive Assistant (EA) supports the CEO and Deputy CEO and manage the Executive Support Team. The position is a fast-moving, service-based role which has visibility of Senior Executive strategic discussions as well as profile across the organisation.

The occupant of the role works with multiple stakeholders and competing deadlines, and is comfortable with uncertainty, pace and change whilst delivering high quality support.

This position is based in the NFSA’s headquarters in Acton, ACT and supervises staff in Acton and Sydney.
- Please note: This recruitment process is intended to fill both current and future vacancies. While the position on offer is ongoing, a merit pool of suitable applicants may be established to fill similar ongoing and non-ongoing positions within the next 18 months._

**Key Responsibilities/Duties**

Under limited direction, this role is responsible for delivering the following functions:

- Providing high-quality and proactive administrative support to the CEO and Deputy CEO including diary management, travel arrangements, credit card reconciliation, payment and reimbursements, coordination of meetings, filtering phone calls and messages and general administration as required.
- Managing the Executive Support Team to provide high quality support for the Senior Executive and to deliver cross-team projects such as the executive movement tracker, all staff meetings, lunchtime talks series, organisational memberships, management team meetings and the ’All-Staff Conference’.
- Supporting the operations of the Senior Executive Team as a whole, including providing secretariat support for weekly Senior Executive meetings and biannual planning sessions, and cross agency planning forums.
- Managing the administration of the Executive Office including budgeting, planning and reporting.
- Providing support to Executive and stakeholder meetings onsite including greeting visitors, room and catering booking and meeting room set up preparation of hospitality and secretariat support when required.
- Maintaining accurate and efficient records management, workflow management tools and planning systems using TRIM electronic registry management system, SharePoint Asana and Roadmunk.

**Selection Criteria**
- Experience in providing a high level of service delivery, either in an Executive support role or equivalent, including the ability to effectively manage a small team across multiple locations.
- Proven ability to work autonomously, with a high degree of organisation, personal maturity and resilience.
- Highly develo