Executive Assistant, MAGNT

Job Title: Executive Assistant
Location: Museum and Art Gallery of the Northern Territory, Darwin
Terms: Full time, three year contract
Package: $65,000 per annum, plus 9.5% superannuation, with four weeks annual leave
Responsible to: Director
Closing date: 5pm ACST Monday 08 February 2016

The Museum and Art Gallery of the Northern Territory (MAGNT) is northern Australia’s premier cultural institution. It offers a dynamic and diverse arts, science and cultural program to approximately 300,000 visitors each year. MAGNT’s objective is to maintain the highest standards of excellence in preserving, researching, exhibiting and communicating the record of natural history, art and peoples of the Northern Territory. Its mission is ‘making sense of the world by discovering and interpreting the past and present for the future’. MAGNT became a statutory authority on 01 July 2014. MAGNT has recently commenced planning towards the launch of a world class art museum in central Darwin. The Chan will be the seventh venue of MAGNT, alongside MAGNT at Bullocky Point, the Defence of Darwin Experience, Fannie Bay Gaol, Lyons Cottage, the Museum of Central Australia (incorporating the Strehlow Research Centre) and the Alcoota fossil site.

Primary Objective: Reporting to the Director this position is responsible for providing executive level secretarial, financial and administrative support and coordination to the Director and Assistant Director, Content and Innovation at MAGNT. The position also provides secretariat support to the Board of MAGNT.

Key Responsibilities:

1. Provide executive assistance and support to the Director and Assistant Director, Content and Innovation of the MAGNT. This role is key to ensuring the timely flow of work in the Directorate office and includes management of communication lines; tracking and monitoring Board, Ministerial and other correspondence, monthly reporting and diary management.
2. Organise the annual schedule of meetings for the Board of MAGNT; organise and facilitate meeting travel and attendance, produce and distribute agenda and board papers, produce accurate minutes reflecting the Board’s deliberations.
3. Manage various executive reporting projects including Annual Reports and develop, implement and manage processes to ensure timelines are complied with in regards to Ministerial, Board and other correspondence.
4. Organise travel for the Director and senior managers.
5. Develop and maintain professional networks, links to stakeholder groups and partnerships that are representative of MAGNT interests.

Selection Criteria:

1. Significant experience in business, administration or human resource management.
2. High level oral and written communication skills with proven ability to write reports and other correspondence in an environment requiring performance of multiple tasks and adherence to deadlines, with a proven ability to maintain confidentiality.
3. Excellent organisational skills with demonstrated ability to exercise initiative, set priorities and work under pressure to meet conflicting deadlines for a diverse range of activities across key areas of MAGNT operations.
4. Extensive experience in administrative procedures and systems including high level competency in Microsoft applications, financial management, corporate reporting and record management systems.
5. Experience in NTG software systems, EIMS, TRIM, VBS etc.
6. Understanding of budget and financial management processes and reporting frameworks, procurement and information management frameworks.
7. Sound understanding of human resource and administrative processes.
8. An ability to interact effectively with people of different cultures and beliefs.
9. Energetic, self-motivated, flexible and adaptable with a sense of humour, able to multi-task and work independently in a hands-on work environment.
10. A team player with an attitude of service and ability to motivate others.
11. Highly developed communication and networking skills at the institutional, government and community levels.

Further information: This job requires some evening and weekend work.

Please address the selection criteria as part of your cover letter (two A4 pages only). Your resume must include three referee contacts (three A4 pages only). Please note we will not contact your referees without seeking prior consent.

Submit your application to: [email protected] by 5pm ACST Monday 08 February 2016.

For further information please visit our website at www.magnt.net.au

Contact: Kelly Rau, Executive Assistant, on 08 8999 8218 or at [email protected]