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.
DESIGNATION : Senior Executive (Board Governance & Administration)

RESPONSIBILITIES
You 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, updating of governance policy and record management, and other administrative duties. KEY RESPONSIBILITIES but not limited to the below: Board Governance and Board Relations Coordination

• Providing secretariat and administrative support to the Board and Board Committees including but not limited to, scheduling & preparation of meetings, creating meeting agendas, coordinating physical and virtual meetings, drafting of board minutes, resolutions, and other documents, distribution of board materials, managing the Board\xe2\x80\x99s electronic meeting and information sharing portal, provide meeting support and carrying out any post-meeting actions as required.
• Assist with 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.
• Providing secretariat support and draft minutes for internal management meetings.

Documentation

• Review and professionally format various documents, presentations, and reports as needed.
• 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 Assistant Manager (Corporate Governance) in maintain of 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

• Assist in the 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
• Providing administrative and business support to the Museum Planning & Research team included meeting and events set ups and procurement matters.
• Assists with any other duties as assigned.

QUALIFICATIONS

• Degree/Diploma in Business Administration, Arts Management, Humanities, Social Sciences, or related. Prior experience working in a non-profit/charity sector is a plus.
• Experience in related fields such as corporate secretariat or corporate governance function, meeting coordination, preparing agendas, meeting packages, and tracking policies and procedures is required.
• Organisation Skills: Ability to stay focused, organized, and prioritize work based on importance and urgency. A strong sense of urgency is required in meeting Board deadlines.
• Technical: Good working knowledge of Microsoft Office and MS Teams, proficiency in working with video conferencing tools and ability to operate simple AV/IT equipment to enable hybrid meeting formats, and working with web-based solutions like Diligent in uploading of Board materials.
• Discretion and ability to handle sensitive and highly confidential information and material appropriately.
• Meticulous and have attention to detail: Precision, accuracy, and high attention to detail in all aspects of work, including ensuring documents, and presentations are error free.
• Typing and drafting skills:Ability to type proficiently with speed and precision. Previous meeting minute taking is desirable. Strong written communication skills and ability to draft correspondence and other documentation.
• Communication Skills: Possesses good interpersonal and communication skills.
• Team-oriented: Ability to work effectively independently as well as with a team.
• Supportive of and able to demonstrate agile and flexible working, and maintains a high level of urgency, confidentiality, and discretion, working within a small team.
• Keen interest and knowledge in arts and culture.