Administrator

Join the Naomi Milgrom Foundation as our
Administrator
and play a hands-on role within a small team supporting some of Australia's most inspiring cultural initiatives, including
MPavilion
, the
Living Cities Forum
, and the upcoming
Richmond Power Station
project.

This position is ideal for a proactive, highly organised professional who enjoys working across multiple projects and taking initiative. You'll combine office management and administration with executive support to the CEO, helping ensure our programs and partnerships run smoothly. If you're detail-oriented, communicative, and passionate about art, architecture, and design, we'd love to hear from you.

Key responsibilities

Administration

Manage the administrative and operational requirements and office logistics of NMF.

• Provide administrative and project coordination support for NMF projects.

• Proactively monitor flow of information and documentation across the organisation, to

support effective knowledge management and collaboration, assisting team members as

required.

• Scope, develop and implement office policies and procedures, identifying opportunities for

greater efficiencies.

• Coordinate HR procedures including recruitment, onboarding/offboarding of staff and

actively contributing to the general wellbeing of the team.

• Oversee the research, implementation & maintenance of NMF systems and databases,

subscriptions, hardware and general IT requirements.

• Coordinate team meetings and ensure accurate minutes are recorded and distributed.

• Oversee the implementation of the NMF Reconciliation Action Plan, and track deliverables.

• Manage and oversee correspondence and respond to enquiries from various general email

addresses across the organisation.

• Support stakeholder communications including VIP invitations and correspondence.

• Undertake administrative and operational tasks bookkeeping, expenses reconciliations, travel

arrangements and general office requirements.

• Oversee NMF's grant management system including preparing agreements, maintaining

correspondence with stakeholders & updating grant tracking documents across the life of the

grant from application to acquittal.

Executive Support

• Provide proactive, high-level administrative support to the CEO, maintaining confidentiality

and handling sensitive information with discretion.

• Draft, review and prepare correspondence, reports and presentations.

• Undertake research, compile information, and prepare reports to support decision-making.

• Manage correspondence and filing systems to ensure accurate records.

• Monitor deadlines, manage information flow, follow up actions, and ensure priorities are

delivered on time.

• Manage the collation and delivery of board documents for Board meetings.

• Other duties as reasonably required by the Chief Executive Officer.

Essential skills include:

• Previous experience in an arts, creative industry or related not-for-profit organisation

• Excellent verbal and written communication skills, with exceptional attention to detail

• Excellent organisational and time management skills with the ability to juggle multiple

priorities across multiple projects

• High level of discretion and ability to handle sensitive and confidential information

• Proficiency in Microsoft Office Suite, office management systems and CRMs

• Capacity to manage multiple deadlines & take initiative

• Excellent attention to detail and good humour

Desirable skills/experience:

• An interest in art, architecture and design

Key Selection Criteria

• Qualifications and training equivalent to an undergraduate degree; or an equivalent

combination of relevant experience and/or education/training

• Demonstrated experience in administration, office management and executive assistance.

• Experience in financial administration processes (invoicing, budgets, reconciliations) to a

high level of accuracy.

• Experience working with funders, key stakeholders, collaborators, and partners

• Demonstrated experience in managing IT systems and CRMs

• Demonstrated ability to work both independently and seamlessly within a small team

environment

• Willingness to work flexible hours during peak periods of NMF projects

To apply:

Email a cover letter addressing the Key Selection Criteria and a brief resume to by Sunday 2 November.