APS5 Executive Assistant, National Portrait Gallery

Reporting to the Executive Officer, the occupant of this position is required to provide high level support to the Director of the Gallery and coordinating workflows in the Executive Office. The successful applicant will have a bright and positive demeanour, the ability to work autonomously, manage competing deadlines and highly developed interpersonal skills are essential to be successful in this role.

This role has a large on-site presence aligned to the Gallery Director’s schedule. Some local and interstate travel will be required along with occasional attendance at after-hours meetings or events.

Specific Tasks

Coordinate the operations of the Office of the Director including provision of high-level administrative support with diary management, meetings, hospitality, events, , briefings and presentations.
Support the Executive Officer to implement seamless processes around the Executive Office to maximise communication and efficiency with the broader staff.
Support the Executive Officer to coordinate, anticipate and validate the Gallery Director’s strategic efforts to ensure the Gallery is on track for achieving Revive cultural policy outcomes.
Support the Gallery Director’s main priorities with agenda development, meeting coordination and verification of facts, assumptions and details for the Gallery Director’s decision-making.
Monitor the Gallery’s critical activities in accordance with the Gallery’s PGPA Performance Framework (Corporate, Strategic and Annual Report) timelines.
Using initiative and good judgment, refer matters to appropriate staff for resolution, escalating to the Executive Officer when required.
Liaise on behalf of the Director with a range of stakeholders including members of the Gallery, Board, Donors, Government Officials, Diplomats, and the Gallery Executive with confidentiality and discretion.
Coordinate and prepare agenda for Executive and All Staff meetings.
Coordinate arrangements for domestic / international travel and visits for the Gallery Director, Board/Foundation Members and other officials as required.