Retail Projects Assistant

NGV International; Melbourne; On-site; AUD 65,000 - 79,000; Full time

Job summary

NGV International in Melbourne is seeking a Retail Projects Assistant to support merchandise development, e-commerce activity, supplier relationships and admin processes to ensure the smooth delivery of NGV retail operations and projects.

You will provide administrative assistance to the Manager, Retail Operations and team, manage calendars, draft communications and product copy for online stores, and assist with stock and visual display activities during exhibitions.

Qualifications

• Retail experience is required for the role.
• Interpersonal skills are essential for stakeholder liaison.

Responsibilities

• Provide administrative support to the Manager, Retail Operations and team.
• Organise calendars, prepare agendas/minutes and draft communications.
• Maintain retail data entry, supplier invoices and e-commerce updates.
• Assist with merchandising, stock transfers and displays for exhibitions.

Skills

Retail experience

Interpersonal skills

Job description

VPS 2.2: $72,189 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 11 November 2026

The National Gallery of Victoria (NGV) is seeking a Retail Projects Assistant to support merchandise and product development, e-commerce activity, supplier and stakeholder relationships, and administration processes, contributing to the successful delivery of NGV retail operations and projects.

ABOUT THE POSITION

You will be responsible for providing administrative assistance to the Manager, Retail Operations and Retail team including retail department planning and timeline, organising calendar appointments and bookings, preparing meeting agendas and minutes, drafting communications, product copy for online, preparing retail presentations and associated documentation. Other key responsibilities include:

• Assisting in ongoing upkeep of procedures and database maintenance for all retail systems including data entry, title generation, retail image requests and filing, supplier submission inbox review and Shopify and e-commerce updates, as required.
• Assisting in supporting the Retail team in preparing merchandise, setting up displays in store for Exhibitions and Retail calendar events, stock transfer assistance, photoshoot preparations, participate in annual stocktakes and adhoc duties.
• Assisting the Retail Projects Coordinator to raise and process supplier quotes, D365 system PR’s, PO’s, associated invoice processing and supplier payment remittance follow up for retail expense goods and services.
• As directed, assisting with the buying functions for retail projects; buying plan maintenance, liaising with NGV design store suppliers, generating purchase orders for new and re-order lines, preparing sales reports and ensuring correct invoicing and shipping communications are followed.

To be successful, you will have demonstrated retail experience coupled with interpersonal skills. You are able to regularly plan and track progress on work tasks, take an organised. Methodical approach and address priority tasks first. You prepare letters, emails and reports using clear, concise and grammatically correct language and organise information in a logical sequence. You clearly explain information and listen to feedback and use a polite and considerate manner when dealing with others.

You observe fine details, identify gaps in information, look for logical sequence of information and highlight practical considerations of plans and activities. You demonstrate capacity of sustained effort and hard work, take responsibility for won actions, accept changed priorities without undue discomfort, are adaptable and enjoys a vigorous and dynamic work environment.

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