Event Administration Assistant

National Gallery of Victoria; Melbourne; On-site; AUD 70,086; Full time

Job summary

A prestigious gallery is seeking an Event Administration Assistant in Melbourne, Victoria. The role involves providing administrative support to the Events team, maintaining systems, and liaising with high-profile stakeholders. Ideal candidates will possess experience in administrative roles, have strong communication skills, and knowledge of relevant databases. This is a full-time position with a salary of $70,086 per annum plus superannuation.

Qualifications

• Experience providing administrative support and liaising with stakeholders.
• Ability to prepare clear and concise reports and communications.
• Availability after hours for events and adaptable to changing priorities.

Responsibilities

• Maintain systems for administrative and database tasks.
• Support financial processing tasks for events and catering.
• Act as a point of contact for event-related queries.
• Assist with contract management for catering operations.

Skills

High-quality administrative support

Knowledge of Tessitura

Strong communication skills

Adaptability

Experience in Arts/Not-for-Profit sector

Education

Tertiary degree

Tools

Tessitura

Priava-Elite

Job description

Overview

Event Administration Assistant role at National Gallery of Victoria. VPS 2.2: $70,086 per annum + 12% super. Full Time, Fixed Term for 2 years. Closing date for applications: 5pm on 12 September 2025.

About the position

You will provide administrative and database support to the NGV's Events team. This role is crucial to the efficiency and productivity of the team while ensuring a high level of customer service at all times.

Responsibilities

• Maintain systems and procedures for administrative and database tasks in relation to the NGV’s CRM Tessitura and event booking and resource management system Priava-Elite; developing and producing reports, and working with NGV teams to improve and enhance these systems as required.


• Support the Head of Catering and Events and the Events team with administrative tasks associated with financial processing including generating invoices and raising purchase orders, monitoring, forecasting and maintaining budgets, retail accounts, reconciliations and financial reporting.


• Represent the Events department by acting as a central point of contact for event-related queries, monitoring the events mailbox and ensuring an accurate and timely response for internal and external stakeholders.


• Support the Head of Catering and Events in operational and administrative tasks relating to the contract management of the in-house catering provider, including assistance with day-to-day operations and administrative activities linked to the catering contract tender.

Qualifications / Experience

• Previous experience providing high-quality administrative support and liaising with high-profile stakeholders.


• Knowledge of Tessitura, Priava-Elite and/or similar databases.


• Ability to prepare letters, emails and reports using clear, concise and grammatically correct language; include content appropriate for the purpose and audience.


• Adaptable (availability after hours for events), open to new ideas, able to accept changed priorities without undue discomfort and recognise the merits of different options and act accordingly.


• Relevant to those with a tertiary degree; adaptable skills and experience.


• Experience within the Arts and/or Not-for-Profit sector is highly regarded.

How to apply

To apply for this role, go to 'Begin Application' and include the following documents in your application:

• A resume/CV


• A cover letter


• A statement addressing the key selection criteria in the role statement

Applications close at 5pm on 12 September 2025.

If you require any adjustments to ensure your full participation in the recruitment process or need the ad or attachments (e.g., the role statement) in an accessible format (e.g., large print), please contact the People and Culture team at [e-mail] or by the National Relay Service on 133 677 and asking for 03 8620 2222.

Job details

• Seniority level: Entry level


• Employment type: Full-time


• Job function: Administrative


• Industries: Museums, Historical Sites, and Zoos


• Location: Melbourne, Victoria, Australia