Job Description

Overview

The Coordinator, Exhibitions and Museum Services at ArtScience Museum plays an important and central role across both teams, is a bridge to other museum teams, and is one of the links to Marina Bay Sands departments more broadly. The post-holder will contribute to the smooth running of the museum, coordinating aspects of the administrative duties associated with both Exhibitions and Museum Services. The Administration Coordinator will work closely with the Director of Programmes, Exhibitions and Museum Services, Senior Administrator and Officer of Executives Initiatives as well as the Administration group.

The post-holder's duties will bring them into contact with a wide range of professionals across the museum, across Marina Bay Sands, and with members of the public, artists, curators, lenders and museum professionals from within Singapore and internationally. As such, the post-holder must demonstrate excellent interpersonal skills, be diplomatic and be able to deal calmly with challenging situations. The post-holder should be able to manage their own workload to ensure that priorities are met and should also be a good team-worker, able to communicate clearly and with sensitivity across a range of teams and departments.

The post-holder will need to be confident in the day to day use of many of Marina Bay Sands' administrative systems and tools and must be focused, organised, process- and detail-orientated.

Key Responsibilities

General Office and Administrative Duties

• Support the Director, Programmes, Exhibitions and Museum Services in administrative matters such as document signing, exhibition programme review planning, meeting organisation as necessary;
• Support the Senior Administrator and Office of Executive Initiatives in all administrative matters such as the raising of purchase orders for Exhibitions and Museum Services teams, using the Ariba system as necessary
• To work closely with the museum's administration team to ensure that museum and Marina Bay Sands' protocols, procedures and system are aligned and best practice is being applied;
• Support both teams with applications for security passes for visitors, contractors and vendors;
• Liaise with internal departments on all IT, Facilities and PAD (office cleaning) requests for Exhibitions and Museum Services as necessary;
• Manage the meeting room bookings for the Exhibitions and Museum Services and taking meeting minutes if necessary;
• Support the teams with filing systems, data management and governance issues;
• Support both teams in planning learning and development objectives;
• Support both teams in coordinating with the Senior Administrator on the accruals processes;
• Support both teams with general office management including maintaining office and pantry supplies;
• Attend regular weekly or biweekly meetings of the Admin Group
• Coordinate team bonding for Exhibitions and Museum Services
• Assist in organising team bonding sessions and quarterly All-Hands meetings for the museum with the Museum Administration team.

Exhibitions Team specific support

• Work with the Assistant Curator on receiving and filing exhibition proposals, and responding in a timely manner to external parties, curators and other organisations;
• Work with the Assistant Curator to prepare and collate exhibition materials for exhibition review and coordinating the meetings;

JOB REQUIREMENTS

Experience

• Minimum 1 years Administration experience.

Competencies

• Competent in Outlook and Microsoft Office (Word, Excel, PowerPoint);
• Diplomatic, sensitive and calm demeanor in person, online and on the telephone;
• Proficient in English;
• Meticulous and with excellent attention to detail;
• Open-minded, willing to learn and a 'can-do' problem solving attitude;
• Proactive in keeping abreast of procedural developments and updated processes, new and/or revised Standard Operating Procedures and developments within ArtScience Museum and Marina Bay Sands;
• A good team player who demonstrates passion in supporting the teams and the objectives of the Museum

Preferable

• An interest in arts and/or science

Education & Certification

• Minimum GCE 'O' Levels/Diploma Qualification

You agree that it is a condition of employment that you adhere to and abide by all rules, regulations, policies and procedures including without limitation the rules of conduct of the Company.

Advertised: 15 Nov 2022 Singapore Standard Time
Applications close: