Executive Support Officer

Posted: 10/09/2024- Closing Date: 22/09/2024- Salary: $80,430.00 - $87,572.00- Job Type: Ongoing / Non-ongoing; Full time- Location: Sydney- 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 also undergoing a program of business improvement for many of our corporate systems to improve efficiency and reduce manual handling.

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 Office comprises our CEO, the Deputy CEO, the Chief Collection PreservationOfficer, the Chief Digital Officer, the Chief Marketing Officer, the Chief Experience Officer and the Chief Curator. The NFSA Executive are a close working and collaborative team with an ambitious and considered change agenda. The Executive Team is supported by the Executive Support team of three, who play an important role, in assisting the NFSA Executive to achieve the National Film and Sound Archive of Australia’s (NFSA) strategic priorities. The Executive Support team is based in Sydney and Canberra.

**The Opportunity**

The Executive Support Officer will be a dynamic administrator with a ‘can do’ attitude. The Executive Support Officer will be committed to the purpose and role of the organisation. The role involves building a strong workplace culture that is professional, friendly, cooperative and approachable, with a positive service approach by:

- Providing high level proactive Executive support to multiple Executives.
- Responding positively and willingly to a changing work environment.
- Working proactively and supportively in a small team in dispersed locations
- Building and sustaining positive and cooperative working relationships.
- Exercising sound judgement and discretion, seeing opportunity and effectively problem solving.

This position is based in our growing Sydney Office and provides direct support to the Chief Marketing Officer and the Chief Curator and visiting Executives to the Sydney office. The role also involves arrange of administrative support and coordination functions for the Executive Office. The Executive Support Officer reports to the Executive Assistant who is based in Canberra.

Under limited 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:

- Providing high-level proactive administrative support to Executive Team members when they are visiting or working out of the Sydney office.
- Providing support to Executive and stakeholder meetings onsite including greeting Executive visitors, room and catering booking and meeting room set up preparation of hospitality and secretariat support when required.
- Providing high-level proactive administrative support to the Chief Marketing Officer and the Chief Curator including diary management, supporting travel arrangements, reconciling credit cards, making routine payment and reimbursements, coordination of meetings, coordination and general administration as required.
- Coordinating NFSA’s Membership and Subscriptions and Lunch Time Talk series.
- Supporting cross-team projects such as updating Executive Movements information, All Staff Meetings and the All Staff Conference, as required.
- Assisting with the preparation of routine reporting prepared by the Executive Office for the Board and Australian Public Service Commission (APSC).
- Maintaining accurate and efficient records management, workflow management tools and planning systems using TRIM electronic registry