Job Description

:

IN BRIEF

• The incumbent provides a range of important administrative support to the Gallerys Chief Marketing & Experience Officer (CMXO) and the Audience Experience Management team. Secondarily, this role also provides administrative support to the Assistant Chief Executive.
• The incumbent ensures the smooth running of the division operationally and fosters positive team culture, morale and camaraderie.

KEY RESPONSIBILITIES

Personal Assistant to the Chief Marketing & Experience Officer & Assistant Chief Executive, providing administrative support:

• Calendar management including organising of all appointments, meetings, travel arrangements, attendance at conferences and seminars with internal or external stakeholders
• Collate and file business/travel expenses
• Assist with work trip papers, booking and securing of flights and accommodation for overseas work trips
• General clerical and administrative tasks such as filing, sorting mail, etc.

Administrative support to the Audience Experience Management team

• Schedule and coordinate large group meetings (internal/external) which require the attendance of CMXO and other key team members
• Organise the agenda and taking meeting minutes for regular internal meetings within the division where necessary

• Organise divisional offsite meetings, retreats and celebratory events
• Responsible for digital and physical housekeeping of content online (SharePoint) and oversee the production and dissemination of Gallery premiums/gifts (Tote Bag, etc)

Divisional budget management & tracking, procurement

• Assist the team with financial paperwork & processes: direct contracts, requests for proposal, purchase order creation & approvals, invoice processing and budget tracking
• Monitor and track budget status including required liaison and communication with team members to ensure the departments stay within budget & forecasts
• Responsible for raising purchase orders for the team, preparing annual accrual as needed.
• Act as the teams focal on Procurement, represents the department in the Gallerys Procurement Task Force

Project/Initiative Support:

• Coordinate and manage marketing-related filming/photo shoots in the Gallery by key institutional (MCCY, STB, etc)/corporate partners and production agencies to ensure the Gallery is presented accurately and in a positive light as & when needed.

Qualifications:

• Excellent organisational and interpersonal skills with the ability and confidence to build relationships with stakeholders, including staff, board members, external partners and donors
• Able to exercise good judgement in a variety of situations, proactive in problem-solving with strong decision-making capability to maintain a realistic balance among multiple priorities
• Experience and interested in internal and external communications with strong written and verbal communication skills, with sensitivity in handling confidential information
• Background or understanding of art history would be helpful
• Highly resourceful team-player, with the ability to be extremely effective independently
• Creative and enjoy working in a fast paced, dynamic environment
• Have a positive mindset, versatile and enjoy picking up new skills

About Us:

National Gallery Singapore is a leading visual arts institution which oversees the worlds 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 Singapores 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 Newspapers 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 Singapores 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.

National Gallery Singapore