Job Description

:The Senior Executive/Assistant Manager (Governance & Administration) will be responsible for providing secretariat and governance services to ensure effective and efficient operations relating to Board and committee meetings. The role will include meeting coordination, minute taking, drafting, and revising Board policy, briefing note writing, and governance record management administration.KEY RESPONSIBILTIES but not limited to the below:Board Governance and Board RelationsCoordination

• Coordinate Board and Board committee meetings including, but not limited to, scheduling of meeting dates, creating meeting agendas, coordinating physical and virtual meetings, preparing board minutes, resolutions, and other documents, distribution of board minutes and materials, managing the Board\'s electronic meeting and information sharing portal and carrying out any post-meeting actions as required.
• Attend Board and committee meetings to take meeting minutes, track action items, and provide meeting support.
• Assist in Board renewals, onboarding meetings for new Board members and maintain due diligence documentation on new and existing board of directors
• Coordinate all Board related events, including event logistics support when Board members visit the museum.
• Coordinate and draft minutes for internal management meetings, provide practical support to senior management as needed, and share timely information with all the directors during board

Documentation

• Review and format various documents, presentations, and reports as needed.
• Assist with developing, researching, drafting, and consolidating the preparation of all informative materials and presentations for regular and ad hoc Board training, and any other special meetings of the Board.
• Assist in the development, drafting and preparation of orientation materials for new Board members.
• Draft and distribute appropriate correspondence for review, such as briefing packages, surveys, meeting materials, and other reports, to the Board.

Support

• Support the department on policy, process, and terms of reference amendments for each Board committee, and managing all internal and external governance records
• Assist in the maintenance of governance excellence and accreditation by researching and developing innovative approaches for quality improvement in governance practices, based on the Charities Code.
• Assist in producing documentation to support implementation of governance related policies and procedures

Administration

• Ensures timely and accurate filing of corporate governance documents to the relevant regulatory authorities including, but not limited to, Board policies, meeting minutes, annual returns, budgets, business plans, and amendments to the Articles of Association according to records retention schedule, lodgement of documents with ACRA, AGM/EMG documents, and maintaining and updating of statutory registers and records, to comply with the necessary statutory requirements
• Assists with any other duties as assigned.

Qualifications:

• Degree in Business Administration, Arts Management, Humanities, Social Sciences, or a related field.
• Prior experience in governance, administration, or related roles, preferably within the non-profit/charity sector, is advantageous.
• Demonstrated experience in meeting coordination, preparing agendas, assembling meeting packages, and maintaining policies and procedures is essential.
• Experience in an administrative capacity working with a Board of Directors or individuals with corporate secretarial expertise is preferred.
• Possess strong organisational and project management abilities. Capable of maintaining focus, organisation, and prioritisation of tasks based on importance and urgency. A keen sense of urgency is vital for meeting Board deadlines.
• Proven capability to perform under pressure and meet deadlines within a challenging environment, collaborating within a small team.
• Display precision, accuracy, and meticulous attention to detail in all work aspects, ensuring documents and presentations are error-free.
• Ability to work effectively both independently and as part of a team.
• Proficient in Microsoft Office Suite. Competency in utilizing video conferencing tools for hybrid meeting formats and familiarity with web-based solutions like Diligent for uploading Board materials.
• Proficient typing ability with speed and precision. Previous experience in meeting minute taking is desirable.
• Strong written communication skills and adeptness in drafting correspondence and other documentation.
• Supportive of and able to demonstrate agile and flexible working practices.
• Discretion and ability to handle sensitive and highly confidential information and material appropriately.
• A keen interest and knowledge in visual arts and/or the museum sector is a plus.

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, Muse 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. In 2018, the Gallery was also 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. It 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 PEOPLEAt 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.

National Gallery Singapore