Retail Projects Assistant

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

Job summary

The National Gallery of Victoria in Melbourne is seeking a Retail Projects Assistant to support merchandise development, e-commerce activity, supplier relationships, and administrative processes, contributing to NGV retail operations and projects.

You will provide administrative support to the Manager, Retail Operations and the Retail team, coordinate calendars, prepare meeting agendas and minutes, draft communications, and prepare product copy for online platforms, as well as support stock

Qualifications

• Retail experience and strong interpersonal skills are essential.
• Strong organisational skills and ability to plan and track tasks are required.
• Clear and concise communication and documentation are expected.

Responsibilities

• Provide admin assistance to the Manager, Retail Operations and Retail team.
• Coordinate calendars, prepare agendas and minutes, draft communications and online product copy.
• Support merchandising, in-store displays for Exhibitions and retail events, and assist with stock takes.

Skills

Retail experience

Interpersonal skills

Administrative support

Tools

Shopify

D365

Job description

National Gallery of Victoria – Melbourne VIC

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.

Applications close at 5pm on 11 November2026.

If you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments, such as the role statement, in an accessible format (e.g., large print), please contact the People and Culture team at ***************@ngv.vic.gov.au or by using the National Relay Service on 133 677 and asking for 03 8620 2***.