Exhibitions Project Assistant

2 weeks ago

Melbourne, Victoria, Australia National Gallery Of Victoria Full time

VPS 2.2: $65,409 per annum + 10.5% superannuation
Full Time, Fixed Term for 2 years

The NGV is seeking an Exhibitions Project Assistant to provide efficient professional and confidential administrative and project support to the Exhibitions Management Department.

ABOUT THE POSITION:
You will provide administrative support to the Exhibitions Management department, including incoming and outgoing correspondence, coordinating lists (internal and external) for exhibition events, distributing catalogues to key stakeholders and proof-reading materials from Multimedia, Marketing and Media. Other key responsibilities will include:

- Managing diaries, incoming and outgoing correspondence, booking meetings and events.
- Assisting in preparing project timelines, scheduling project meetings and maintaining and updating the exhibitions and installation schedule as well as maintaining and updating the Exhibitions management SharePoint site.
- Providing assistance with procurement and contract administration, such as preparing purchase requisitions, receipting purchase orders and processing invoices in D365, as well as monitoring payments against contractual obligations.
- Organising intrastate, interstate and international business travel and accommodation, for couriers and VIPs as required. This includes coordinating contra arrangements through Corporate Partnerships and completing hospitality expenditure paperwork.
- Assisting with the preparation of presentations and reports, such as exhibition reports, annual report, Director's report and Trustees reports, as required.

You use time efficiently, developing realistic action plans and take an organised, methodical approach to work, implementing systems and procedures to guide and track. You observe fine details, identifying gaps in information, highlighting practical considerations of plans and activities. You can also establish and maintain relationships with people at all levels and build trust through consistent actions, values, and communication.

For more details refer to the role statement attached.

HOW TO APPLY

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