Administration Assistant

VPS 2.2: $72,189 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 25 August 2026

The National Gallery of Victoria (NGV) is seeking an Administration Assistant to assist in providing efficient, professional, and confidential administrative support to the Office of the Assistant Director, Curatorial and Audience Engagement.

ABOUT THE POSITION:

You will be responsible for providing administrative support to the Office of the Assistant Director, Curatorial and Audience Engagement, in relation to day-to-day activities including managing calendars, appointments and meeting schedules, incoming and outgoing correspondence, liaising with internal and external stakeholders and processing relevant financial statements. Other key responsibilities include:

• Coordinating timelines, tracking documentation, maintaining records, liaising with key stakeholders and ensuring processes related to department administration are completed according to timelines, under the supervision of the Senior Coordinator, Collection Development and Engagement.
• Assisting with the preparation and collation of presentations, documents and proposals related to department activities. Ensuring that information is created and managed according to the Information Management policy and procedures, including compliance with privacy and data security requirements.
• Committing to ensuring the accuracy and continuous improvement of internal processes and procedures and identify and implement changes when necessary.
• Supporting team members with administrative and project assistance as required.

To be successful, you will have relevant tertiary qualifications coupled with demonstrated administration experience in a busy work environment. You will have demonstrated skills and confidence in office administration, MS Office suite, Adobe suite and high-level proficiency in developing presentations using MS Office PowerPoint. You have ability to manage appointments and schedules, prioritise telephone calls and written correspondence, and organise files and information.

You use demonstrated organisational and time management skills and high-level attention to detail in preparing briefs letters, emails and reports. You use a polite and considerate manner when dealing with others and have the ability to handle highly sensitive and confidential information and material. You have excellent interpersonal skills with an emphasis on tact and discretion.

New graduates are welcome to apply

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

HOW TO APPLY:

To apply for this role, please go to ‘Apply’ and include the following documents in your application:

• A resume/CV
• A cover letter
• A statement addressing the key selection criteria in the role statement

Applications close at 5pm on 25 August 2026.

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 job.applications@ngv.vic.gov.au or by using the National Relay Service on 13• 677 and asking for 03 •••• •222.