Job Description

COMPANY DESCRIPTION National Gallery Singapore is a leading visual arts institution which oversees the world\xe2\x80\x99s 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\xe2\x80\x99s 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, Mus\xc3\xa9e 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\xe2\x80\x99s 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 \xe2\x80\x9cBest Theme Attraction\xe2\x80\x9d at TTG Travel Awards 2017, \xe2\x80\x9cBest Attraction Experience\xe2\x80\x9d, \xe2\x80\x9cBreakthrough Contribution to Tourism\xe2\x80\x9d and \xe2\x80\x9cBest Customer Service (Attractions)\xe2\x80\x9d at the prestigious Singapore Tourism Awards in 2016 for its role in adding to the vibrancy of Singapore\xe2\x80\x99s 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. RESPONSIBILITIES In this full-time role, working under the direction of the Senior Manager (Admin & Support), the candidate will be part of the dynamic Museum Planning and Audience Engagement division, which supports the Gallery\xe2\x80\x99s vision of fostering a thoughtful, creative and inclusive society, through engagement strategies, programmes and partnerships that seek to increase and deepen engagement for current and new visitors.
Responsibilities Personal Assistant to Senior Director, MPAE

• Provides secretarial and administrative support to Senior Director; maintains and updates the tracker for important tasks and key deadlines
• Assists in the scheduling of meetings and manages an active calendar of appointments for the Senior Director; manages travel arrangements and itineraries, handle claims submissions and reports
• Acts as the point of contact between internal/external stakeholders for meeting coordination and preparing meeting minutes, where necessary
• Exercises discretion and systematically handle matters, and proactively follow up on outstanding appointments
• Contributes to the execution of administrative procedures related to artist agreements, direct contracts, travel, hospitality arrangements, etc.
• Prepares minutes for internal and external meetings, when required
• Ensures that the assigned tasks are completed in a timely and orderly manner;

Administration

• Supports and coordinates the division\'s procurement activities and provide secretariat support for meetings
• Contributes to the development and refinement of procurement policies, procedures, and guidelines in the Procurement Taskforce
  • Attends Taskforce meetings and assists in coordinating smooth and adequate flow of information between the division and the Taskforce by identifying process bottlenecks and offering solutions for improvement
  • Assists in the development and update of training content and provide coaching and guidance in the area of procurement for the division and new hires
• Key liaison point for third party audits:
  • Prepares all relevant documentation and conducts regular internal checks of the division\xe2\x80\x99s procurement paperwork and agreements to ensure compliance of processes;
  • Assists in reviewing Standard Operating Procedures (SOPs), processes and framework to ensure relevancy
  • Assists in monitoring and tracking the division\xe2\x80\x99s budget, prepare records for internal reporting and audit checks
• Provides organisational and administrative support for the division:
• Provides secretariat support for meetings
• Assists with managing and updating of department calendar of events, contact database and KPI reporting
• Updates and manages the division\xe2\x80\x99s database, filing systems, and shared folder on the Intranet, including but not limited to archival of documents
• Assists in organising departmental activities, socials and performing multifaceted general office support
• Undertakes any other duties assigned by the Senior Director or supervising officer to ensure efficient operation of the division
• Prepares minutes for internal and external meetings
• Ensures that the assigned tasks are completed in a timely and orderly manner;

QUALIFICATIONS

• 1-3 years of relevant work experience, preferably with an arts institution, or not-for-profit organisation.
• Discretion and trustworthiness
• Flexibility and adaptability
• Good oral and written communication skills
• Organisational skills and the ability to multitask: A team player who is resourceful, hands-on, detail oriented and able to manage multiple projects simultaneously.
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Communication skills
• Understanding of working relationship with artists, relevant partners and stakeholders.
• Must possess cultural sensitivity and understanding for diverse communities.
• Must be able to work evenings and weekends.

Please note that your application will be sent to and reviewed by the direct employer - National Gallery Singapore