Job Description

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In this full-time role, working under Director (Partnerships Development), the candidate will be part of the dynamic Partnerships Development division. This team supports the Gallery's vision of fostering a thoughtful, creative and inclusive society, through nurturing strong relationships with key partners, foundations and patrons to support the Gallery's compelling exhibitions and programs.

Main responsibilities:

Personal Assistant to Director, Partnership Development

• Provide secretarial and administrative support to Director; maintain and update the tracker for important tasks and key deadlines
• Assist in the scheduling of meetings and manage an active calendar of appointments for Director, including travel arrangements and itineraries, handle claims submissions and reports
• Act as the point of contact between internal/external stakeholders for meeting coordination, where necessary
• Exercise discretion and systematically handle matters, and proactively follow up on outstanding appointments
• Contribute to the execution of administrative procedures related to contracts and grant agreements where needed

Procurement

• Support and coordinate the division's procurement activities and provide secretariat support for meetings
• Provide procurement support to the team, including procuring quotes and approvals, issuing of purchase orders (POs), and tallying and tracking of PO-related matters for Division's activities and events

• Assist in the development and update of training content and provide coaching and guidance in the area of procurement for the division and new hires
• Assist in monitoring and tracking the division's budget, prepare records for internal reporting and audit checks
• Key liaison point for third party audits:

• Prepares all relevant documentation and conducts regular internal checks of the division's procurement paperwork and agreements to ensure compliance of processes;
• Assists in reviewing Standard Operating Procedures (SOPs), processes and framework to ensure relevancy

Administration

• Provides organisational and administrative support for the division:
• Assist with managing and updating of department calendar of events, contact database and KPI reporting
• Update and manage the division's database, filing systems, and shared folder on the Intranet, including but not limited to archival of documents
• Assist with purchasing of gifts, and sending of letters, gifts and Gallery catalogues and material to partners, sponsors, donors, prospects, whenever needed.
• Contribute to the organization, planning and execution of PD cultivation and stewardship events, including private tours, dinners, cocktail events, talks, activities etc.
• Manage invitations and RSVPs for Gallery and PD events, including adding and updating contacts in CRM and tagging contacts to invitation lists
• Support annual Patron of the Arts Award (POAA) submission
• Administrative duties as part of donor stewardship, including systematic maintenance of donor information on CRM and of prospect pipeline, contract execution for partnership agreements etc.
• Support and represent PD team in various duties, which can include Business Continuity Management (BCM) and more

Qualifications:

• 2-3 years of relevant work experience
• Good working knowledge of Microsoft Office Suite and Outlook; familiarity with CRM systems e.g.: Salesforce
• A team player who is positive, collaborative, resourceful and enjoys working with colleagues across multiple departments
• Highly organised, detail-oriented and enjoys challenge of developing relationships and engaging with varied stakeholders, internal and external
• Hands-on and meticulous with ability to multi-task and prioritise
• Must have excellent interpersonal and communication skills, and be able to communicate effectively at different levels and with people from diverse backgrounds
• Highly adaptable and comfortable with a degree of uncertainty
• Able to work on some evenings and weekends
• Discretion and honesty
• Familiarity with donor stewardship programmes and/or fundraising is a plus
• Passion for the mission of the Gallery and the ability to inspire others in that mission

About Us:

National Gallery Singapore is a leading visual arts institution which oversees the world's largest public collection of Singapore and Southeast Asian modern art. Situated at the birthplace of modern Singapore, in the heart of the Civic District, the Gallery is housed in two national monuments - City Hall and former Supreme Court - that have been beautifully restored and transformed into this exciting 64,000 square metre venue. Reflecting Singapore's unique heritage and geographical location, the Gallery aims to be a progressive museum that creates dialogues between the art of Singapore, Southeast Asia and the world to foster and inspire a creative and inclusive society. This is reflected in our collaborative research, education, long-term and special exhibitions, and innovative programming. The Gallery also works with international museums such as Centre Pompidou, Musee d'Orsay, Tate Britain, National Museum of Modern Art, Tokyo (MOMAT) and National Museum of Modern and Contemporary Art, Korea (MMCA), to jointly present Southeast Asian art in the global context, positioning Singapore as a key node in the global visual arts scene.

In 2020, the Gallery was the only museum in Southeast Asia that received a ranking in The Art Newspaper's annual global survey of attendance at art museums, taking 20th place. It was the first museum in Asia to receive the Children in Museums Award by the European Museum Academy and Hands On! International Association of Children in Museums in 2018. The Gallery also won the awards for "Best Theme Attraction" at TTG Travel Awards 2017, "Best Attraction Experience", "Breakthrough Contribution to Tourism" and "Best Customer Service (Attractions)" at the prestigious Singapore Tourism Awards in 2016 for its role in adding to the vibrancy of Singapore's tourism landscape.

We offer job opportunities in our dynamic organisation. Working at the Gallery enhances and cultivates your love for the arts, and offers you a chance to be part of the Gallery's vision.

OUR PEOPLE

At National Gallery Singapore, we develop cultural leaders who make the world better. Our people are united by a shared belief in the power and necessity of art, and work together to create meaningful experiences for our visitors.