Events Administration Assistant

5 days ago

Melbourne, Australia National Gallery of Victoria Full time

VPS 2.2 $66,063 per annum + 11% superannuation
Full Time, Fixed Term for 2 Years

The National Gallery of Victoria (NGV) is seeking an Events Administration Assistant to coordinate the organisation and management of events, including catered functions and exhibition openings, for internal and external clients as requested.

ABOUT THE POSITION:
You will assist the NGV Events team by providing administrative assistance to the Events team in relation to day-to-day activities such as booking meetings and events, administration for ticketed events including the NGV Gala as well as financial processing for the department. Other key responsibilities include:

- Maintaining systems and procedures for all administrative and database tasks including, but not limited to maintaining the resource management system, developing, and producing database reports, compiling guest lists for NGV events, and maintaining the guest management system, coordinating mail-outs, recording and reporting event RSVPs.
- Coordinating projects and working in consultation with the Events Manager, as required. This includes collaborating with other departments, as required, contributing ideas and creative concepts for upcoming events and programs, and ensuring the achievement of successful project outcomes.
- Supporting the Event Manager in operational and administrative tasks relating to the contract management of the in-house catering service provider including assisting with day to day operations, processing and generating invoices and liaising with NGV departments on design elements for programs and initiatives.
- Representing the Events department by acting as a central point of contact for all event related queries, carefully monitoring the event enquiries mailbox and ensuring an accurate and timely response for internal and external stakeholders.

To be successful, you will have previous experience in providing high quality administrative support and experience in liaising with high profile stakeholders. You use a polite and considerate manner when dealing with others, particularly high profile stakeholders, with an emphasis on tact and discretion. You aim to exceed targets, set personal standards of excellence and measure outcomes against them. You strive to deliver outcomes in a timely manner and look for new or more precise ways of meeting goals set by others. You can identify processes, tasks and resources required to achieve a goal, identifies more and less critical activities and operates accordingly, reviewing and adjusting as required and recognises barriers and finds effective ways to deal with them.

For more details refer to the role statement attached.

HOW TO APPLY
- covering letter
- statement addressing the key selection criteria in the role statement
- your curriculum vitae (CV)

By post
Human Resources Manager
National Gallery of Victoria
PO Box 7259
Melbourne VIC 3004

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