VPS 2.2: $72,189 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 24 September 2026

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.

ABOUT THE POSITION:

You will be responsible for providing strategic and confidential administrative support to the Associate Director, in relation to day-to-day activities including managing diaries, fielding incoming telephone calls and correspondence, drafting outgoing correspondence, assisting with travel arrangements and expense reconciliations, and tracking tasks and deadlines. Other key responsibilities include:

• Effectively monitoring the Associate Director’s tasks to ensure timely provision of support and/or information. Under direction, coordinating visits by external stakeholders and liaising with relevant staff to arrange any necessary event requirements.
• Supporting the coordination of travel services, including liaising with the travel services provider, maintaining procedures, reports and records of staff travel, answering queries, booking travel for the department and supporting travel payments.
• Working closely with the Associate Director to provide support for diverse projects and initiatives, such as The Fox: NGV Contemporary. Assisting with research, project proposals, project plans, budgets, timelines, meeting agendas, minutes and action lists. Participating in cross-disciplinary project teams, as required.
• Assisting with stakeholder management including collating lists and maintaining contacts and databases in Tessitura. Ensuring that information is created and managed according to the Information Management policy and procedures, including compliance with privacy and data security requirements.

To be successful, you will have relevant experience providing high quality administrative support coupled with a relevant tertiary degree. Proficiency in MS Office products, including MS Word, Excel, PowerPoint and Project, and experience with the Adobe Suite, is required.

You can prepare briefs, letters, emails and reports using clear, concise and grammatically correct language and use a polite and considerate manner when dealing with others. You have the ability to handle highly sensitive and confidential information and material and excellent interpersonal skills. You use time efficiently, develop realistic action plans and take an organised, methodical approach to work. You can establish and maintain relationships with people at all levels, forge useful partnerships with people across business areas, functions and organisations, build trust through consistent actions, values and communications and works well with others in the pursuit of team goals.

Working experience of the public sector, cultural organisations and/or not-for-profit sector is desirable.

Recent graduates are encouraged to apply for this role.

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

HOW TO APPLY:

To apply for this role, please go to ‘Begin Application’ 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 24 September 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 133 677 and asking for 03 8620 2222.