About Us
The National Portrait Gallery reflects the face of Australia. It is where the national story unfolds with clarity, without complacency or self-satisfaction. We use portraiture to tell Australian stories and increase understanding and appreciation of Australians.
We have a diverse team that includes Aboriginal and/or Torres Strait Islander people, LGBTQIA+ communities, people with disability and people from culturally and linguistically diverse backgrounds.
We are committed to ensuring a child's safe and child friendly environment, and sustaining a safe workplace and inclusive culture.
The Position
As an Executive Assistant, you will provide high-level administrative and coordination support to the Director of the National Portrait Gallery.
This role contributes to the broader functioning of the Executive by supporting communications, processes and engagement across the senior leadership team.
The Executive Assistant role is dynamic, people-facing and central to the daily rhythm of the Director's Office.
You will be the first point of contact for the Director's Office and must exercise sound judgement, initiative, tact and discretion.
This position requires a significant on-site presence aligned to the Director's schedule.
Specific Tasks
Coordinate the daily operations of the Director's Office, including diary management, meeting coordination, inbox management, hospitality, event support, financial acquittals, and document preparation.
Provide secretariat services, including scheduling of meetings, drafting agenda, coordination of papers and updates to action registers, attendance at meetings and minuting meetings and outcomes.
Work closely with the Executive Officer to ensure seamless workflows, communication channels and administrative processes.
Prepare and collate materials for the Director's engagements, including briefs, presentations and speaking notes.
Liaise on behalf of the Director with internal and external stakeholders, including government officials, artists, donors, Board members and senior Public Servants.
Selection Criteria
Demonstrated experience in providing highly developed broad-ranging administrative and coordination support to a senior executive.
Strong interpersonal skills, with the ability to build and maintain positive working relationships across a broad range of internal and external stakeholders.
Sound judgement and the ability to work with limited guidance, particularly when dealing with confidential and sensitive information.
Confident and adaptable communication skills, both written and verbal.
Demonstrated initiative, flexibility and a collaborative approach to supporting a small, high performing team.
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