Project Assistant

National Gallery of Victoria; City of Melbourne; On-site; AUD 65,000 - 79,000; Full time

Job summary

The National Gallery of Victoria (NGV) is seeking a Project Assistant to provide efficient, professional and confidential administrative support to the Associate Director, Facilities and Operations and the Facilities and Operations department.

You will manage diaries, field calls and correspondence, draft letters, assist with travel and expense reconciliations, and track deadlines. You will also support projects like The Fox: NGV Contemporary and collaborate across teams.

Qualifications

• Proficiency in MS Office products including Word, Excel, PowerPoint and Project.
• Experience providing high quality administrative support.
• Ability to handle highly sensitive and confidential information.

Responsibilities

• Manage diaries and handle incoming calls and correspondence.
• Draft outgoing letters, emails and reports; assist travel arrangements and expense reconciliations.
• Track tasks and deadlines, coordinate visits by external stakeholders and arrange event requirements.
• Support diverse projects and initiatives, e.g. The Fox: NGV Contemporary, with research, budgets and timelines.
• Maintain stakeholder databases and ensure information governance and privacy compliance.

Skills

Diary management

Stakeholder coordination

Interpersonal communication

Education

Tertiary degree

Tools

MS Word

MS Excel

PowerPoint

MS Project

Adobe Creative Suite

Job description

VPS 2.2: $72,189 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 24 September 2026

The National Gallery of Victoria (NGV) is seeking a Project Assistant to provide efficient, professional and confidential administrative support to the Associate Director, Facilities and Operations and the Facilities and Operations department.

ABOUT THE POSITION:

You will be responsible for providing strategic and confidential administrative support to the Associate Director, in relation to day-to-day activities including managing diaries, fielding incoming telephone calls and correspondence, drafting outgoing correspondence, assisting with travel arrangements and expense reconciliations, and tracking tasks and deadlines. Other key responsibilities include:

• Effectively monitoring the Associate Director’s tasks to ensure timely provision of support and/or information. Under direction, coordinating visits by external stakeholders and liaising with relevant staff to arrange any necessary event requirements.


• Supporting the coordination of travel services, including liaising with the travel services provider, maintaining procedures, reports and records of staff travel, answering queries, booking travel for the department and supporting travel payments.


• Working closely with the Associate Director to provide support for diverse projects and initiatives, such as The Fox: NGV Contemporary. Assisting with research, project proposals, project plans, budgets, timelines, meeting agendas, minutes and action lists. Participating in cross-disciplinary project teams, as required.


• Assisting with stakeholder management including collating lists and maintaining contacts and databases in Tessitura. Ensuring that information is created and managed according to the Information Management policy and procedures, including compliance with privacy and data security requirements.

To be successful, you will have relevant experience providing high quality administrative support coupled with a relevant tertiary degree. Proficiency in MS Office products, including MS Word, Excel, PowerPoint and Project, and experience with the Adobe Suite, is required.

You can prepare briefs, letters, emails and reports using clear, concise and grammatically correct language and use a polite and considerate manner when dealing with others. You have the ability to handle highly sensitive and confidential information and material and excellent interpersonal skills. You use time efficiently, develop realistic action plans andtake an organised, methodical approach to work. You can establish and maintain relationships with people at all levels, forge useful partnerships with people across business areas, functions and organisations, build trust through consistent actions, values and communications and works well with others in the pursuit of team goals.

Working experience of the public sector, cultural organisations and/or not-for-profit sector is desirable.

Recent graduates are encouraged to apply for this role.

For more details, please refer to the attached role statement.