The position
Reporting to the Director, the Executive Officer provides high level administration and strategic support to the Director to achieve business objectives. This includes providing expert advice and contributing to decision making, escalating sensitive issues and proposing solutions, and effectively coordinating, tracking and reporting on key activities and priorities. The Executive Officer will work closely with the Executive and staff to ensure that administrative and operational support and advice is provided in a timely and efficient manner, and in a way that is consistent across the Gallery. This will involve specifically working in a coordinated way with the Director’s Executive Assistant and Corporate Governance team.
This role has a large on-site presence aligned to the Gallery Director’s schedule and may occasionally be required to attend after-hours meetings or events.
Specific Tasks
- Ensure the Director receives comprehensive, high quality, effective executive and administrative support to be able to fulfil their statutory, leadership and management responsibilities
- Act as the Director’s first point of contact; analysing and actioning requests to prioritise urgent and often sensitive matters, taking decisive action to facilitate the optimal use of the Director’s time
- Establish and maintain strong and effective working relationships with the Executive and staff to manage the flow of information to the Director for the effective co-ordination of Executive office responses
- Identify and understand issues, including for the Executive and Board, competing interests and rapidly changing priorities across a broad range of areas to ensure that the Director has consistent and timely advice to facilitate ethical decision making
- Coordinating through relevant staff, activities requiring participation, involvement or responses by the Director, including presentations and participation in events
- Proactively co-ordinate, review and quality assess documents on behalf of the Director, ensuring attention to detail has been adhered to
- Research, collate and prepare high quality written materials, including reports, briefing papers, policy documents and executive communications.
- Craft concise, engaging notes to support the Director in speeches, meetings, and events ensuring alignment with industry priorities
- Build and maintain relationships with national and international stakeholders, fostering collaboration and strategic alignment
- Lead the design, implementation and continuous improvement of the Director’s internal communications program ensuring key messages, organisational priorities and leadership directives are effectively conveyed to all stakeholders
- Oversee Executive secretariat services, facilitating the delivery of accurate and timely agendas and minutes including the coordination and management of the reporting actions
- Monitor, implement and evaluate administrative practices, systems and procedures in the Executive office to enhance the efficiency and achievement of quality outcomes
- Provide leadership, direction, supervision and mentoring to support the development and retention of the executive assistant
Section Criteria
- Demonstrated experience in the efficient management of the office of a senior executive, including highly developed organisational, coordination and administrative skills.
- Proven ability to cultivate and maintain strong working relationships with direct reports, peers, management, and stakeholders, ensuring effective collaboration and engagement.
- Highly developed verbal communication skills with the ability to navigate negotiations effectively, demonstrating a strong understanding of key issues and strategic outcomes.
- Demonstrated ability to craft polished, articulate, and engaging written content across diverse formats, ensuring clarity, precision, and impact for a broad range of audiences.
- Proven ability to navigate complex reporting structures, building strong partnerships and effectively influencing stakeholders across all levels to drive alignment and organisational success
- A high level of initiative and motivation, combined with sound judgment and a demonstrated ability to recognise sensitive matters and handle them with professionalism and confidentiality
- A strong understanding of operational requirements within the Australian cultural sector and appreciation of the contribution of arts and culture to society.
Applicant information
In no more than two A4 pages, please tell us how your skills, knowledge, experience and qualifications make you the best person for this job.
Email your application, a current CV and the application coversheet to hrservices@npg.gov.au by the deadline listed below.
If you need more information, please get in touch Taryn Crick, Manager, People & Performance 02 6102 7082, or by email at taryn.crick@npg.gov.au
Applications close midnight Sunday 27 April 2025.
