Strategic Project Assistant – Facilities & Operations (Admin)

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

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.