Executive Administration Officer – MAGNT

The Museum and Art Gallery of the Northern Territory (MAGNT) is the Northern Territory’s premier cultural and scientific institution. It offers a dynamic and diverse arts, science and cultural program to more than 300,000 visitors each year.

We are a museum and gallery known for our collections and expertise in Aboriginal cultures, natural sciences, histories and arts across Northern and Central Australia and our neighbours to the north.

We connect people to the stories of the Northern Territory. Our collection drives curiosity, exploration and partnerships. Our physical spaces are destinations loved by locals and a must-see for Territory visitors. Our digital connectivity expands the reach of our collection. Our guests tell their friends about their distinctive Territorian experience.

MAGNT has seven venues: MAGNT Darwin, the Defence of Darwin Experience, Fannie Bay Gaol, Lyons Cottage, the Museum of Central Australia (incorporating the Strehlow Research Centre), Megafauna Central and the Alcoota fossil site. A new Art Gallery opening in Darwin’s CBD in 2024/25 will add an eighth MAGNT site.

Primary Objective
Based within the Corporate Services department, this position works widely across key areas of MAGNT operations. This position is responsible for providing a wide range of administrative support to the Director, Assistant Directors and Corporate Governance Manager. The position also provides secretariat support to internal working groups and committees across other departments.

Key Responsibilities

1. Provide executive assistance and support to the Director and Assistant Directors including all travel requirements, tracking and monitoring correspondence, and diary management.
2. Provide accurate and professional administrative support to the Corporate Governance Manager.
3. Facilitate meeting venue set-up and catering. Assist the Corporate Governance Manager with facilitating MAGNT Board and Committee meetings by arranging travel and assisting with production of meeting papers.
4. Assist the Corporate Governance Manager with coordination, monitoring and reporting of statutory compliance and governance documents, including auditing policy review dates and facilitating updates through liaison with staff across the organisation.
5. Provide secretariat support to internal working groups and committees including coordinating and attending meetings, taking accurate minutes, and distributing outcomes to relevant parties in a timely manner.
6. Assist with the coordination and collation of information required from internal stakeholders for the development of MAGNT’s Annual Report.
7. Manage staff ePass requests for IT systems access, ensuring compliance with relevant MAGNT policies and procedures.
8. Undertake other tasks for the Corporate Governance Manager, Director and Executive team and as required.  Provide assistance to the Corporate Services team during times of peak workload.

Selection Criteria

1. Experience in administration and secretarial support including proven ability to exercise sound judgment; and deal appropriately with confidential and sensitive matters.
2. High level of self-management and organisational skills with a proven ability to exercise initiative, set priorities, and ensure attention to detail and accuracy in an environment requiring performance of multiple tasks and adherence to deadlines.
3. High level oral and written communication skills with a demonstrated ability to effectively communicate and engage with a diverse range of internal and external stakeholders.
4. Experience in administrative procedures and systems including high level competency in Microsoft applications, financial management, corporate reporting and record management systems.
5. Highly developed interpersonal skills including the ability to interact effectively with people of different cultures and beliefs, operate as an effective team member.
6. Energetic, self-motivated, flexible and adaptable with a sense of humour, able to multi-task and work independently in a hands-on work environment.
7. A team player with an attitude of service, ability to motivate others.
8. Understanding of Work Health and Safety principles and practices, and ability to comply with WHS Policies and Procedures.

Additional:

• Some weekend and out of hours work is required.
• This role statement is intended to provide an overall view of the role but in addition to this document, the specifics of the role will be described in business work plans.
• MAGNT is an Equal Opportunity Employer and values diversity in the workplace.
• Aboriginal and Torres Strait Islander applicants are encouraged to apply.
• MAGNT promotes flexible ways of working including part time. Applicants are encouraged to discuss the flexible working arrangements for this role.
• Applicants must have full Australian work rights.
• A valid Australian Drivers licence is desirable.
• A valid NT working with children clearance (Ochre) card is a requirement of the position.
• Current Australian National Police Check is required prior to commencing the position.
• Evidence of COVID-19 vaccination is a requirement of the position.

Further Information

• From 13 November 2021 all MAGNT employees subject to the Chief Health Officer Directions No.55 of 2021 are required to provide evidence of at least one dose of an approved COVID-19 vaccination and evidence of two doses completed by 24 December 2021 except in circumstances where there is a medical exemption.