Project Assistant

VPS 2.2: $72189 per annum 12% superannuation
Full Time Fixed Term for 2 years
Closing date for application: 5pm on 29 June 2026

The National Gallery of Victoria (NGV) is seeking a Project Assistant to provide efficient professional and confidential administrative support to the Assistant Director Exhibitions Management and Design.

ABOUT THE POSITION:

You will be responsible for providing strategic administrative support to the Assistant Director Exhibitions Management and Design in relation to day-to-day activities including managing diaries fielding incoming 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 Assistant Directors tasks to ensure timely provision of support and/or information. Coordinating visits by external stakeholders and liaising with relevant staff to arrange necessary event requirements under direction.
• Providing 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 and distributing catalogues to key stakeholders. Ensuring that information is created and managed according to the Information Management policy and procedures including compliance with privacy and data security requirements.
• Assisting with the research and drafting of key business documents including exhibition annual Directors and Trustee reports and supporting the preparation and distribution of papers presentations and reports for internal external and Committee meetings.

To be successful you will have a relevant tertiary qualification coupled with good knowledge and skills in office administration including the ability to manage appointments and schedules handle and prioritise telephone calls and correspondence and organise files and information.

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. You have excellent interpersonal skills with an emphasis on tact and discretion. You accept responsibility for own actions support other people in the time management of their tasks use time efficiently develop realistic action plans and take an organised methodical approach to work and recognise barriers and find effective ways to deal with them.

Recent graduates are encouraged to apply.

Understanding of and an interest in the arts industry is advantageous.

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 29 June2026.

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 or by using the National Relay Service on 133 677 and asking for 0.