Job Description

:The Senior Executive/Assistant Manager (Planning and Board Governance) will be responsible for providing planning, governance and secretariat support to aid in Gallery's annual and long-term goals, improve administrative efficiency for Board-related processes, and ensure adherence to the Code of Governance for Charities and IPCs. The role will include meeting coordination, preparation of background briefs and meeting materials, minute taking, drafting and revising Board policy, and oversight and administration of governance processes.KEY RESPONSIBILTIES but not limited to the below: * Relationship Management and Coordination

• Point of contact between the Gallery, Board and Board Committee members, and relevant government agencies.
• Support the coordination of all Board and Board-related events, periodic social meetings and attendance at official events, including event logistics support when Board members visit the Gallery.
• Meeting Management and Secretariat Duties

• Manage the entire meeting process for Board and Board-related meetings, including but not limited to shaping meeting agenda, scheduling of meetings, coordination of physical and virtual meetings, preparation/collation and circulation of meeting materials, board resolutions and other documents, drafting minutes of meetings, circulation of minutes for review and approval as well as carrying out of any post-meeting actions required.
• Assist with Gallery board governance related duties as part of the Visual Arts Cluster arrangements.
• Assist with Board, Board committees and advisory panels renewal process including but not limited to preparation and/or submission of documents to relevant authorities, updating of Charity Portal, developing and preparation of onboarding materials for new Board of Directors, supporting and coordination of onboarding meetings and maintaining due diligence documentation/records on new and existing Board of Directors and co-opted Board Committee members.
• 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.
• Support the team in planning for strategic discussions at above-mentioned meetings and for the annual workplan cycle.
• Governance Processes

• Liaise with company secretary to prepare resolutions and required documents for statutory submissions and compliance.
• Ensure 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, lodging of documents with ACRA, AGM/EGM documents, and maintaining and updating of statutory registers and records, to comply with the necessary statutory requirements.
• Assist in maintenance of governance excellence by researching and developing innovative approaches for quality improvement in governance practices based on Charities Code of Governance and maintaining proper records of required documentations.
• Assist with collation of documents for annual audits.
• Review and format various documents, presentations, and reports as needed.
• Draft and distribute appropriate correspondence for review, such as briefing packages, surveys, meeting materials, and other reports, to the Board.
• 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 producing documentation to support implementation of governance related policies and procedures.
• Any other duties as assigned.

Qualifications:

• Degree in Business Administration, Arts Management, Humanities, Social Sciences, or a related field. Prior experience in planning, 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.
• Strong written communication skills and proficiency in drafting correspondence and other documentation.
• Able to perform under pressure and meet tight deadlines.
• Display precision, accuracy, and meticulous attention to detail in all work aspects.
• Ability to work effectively both independently and as part of a team.
• Proficient in Microsoft Office Suite. Competency in utilising 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.
• 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