Event Administration Assistant

NGV is seeking an Event Administration Assistant to provide administrative and database support to the NGV’s Events team.

• VPS 2.2: $70,086 per annum + 12% superannuation
• Full Time, Fixed Term for 2 years
• Closing date for application: 5pm on 12 September 2025

The National Gallery of Victoria (NGV) is seeking an Event Administration Assistant to provide administrative and database support to the NGV’s Events team. This role is crucial to the efficiency and productivity of the team while ensuring a high level of customer service at all times.

ABOUT THE POSITION:

You will be responsible for providing administrative assistance to the Events team in relation to day-to-day activities including, but not limited to, booking meetings and events, administration for ticketed events including the NGV Gala, compiling guest lists for NGV events, distributing invitations and coordinating mail-outs, maintaining effective record keeping. Other key responsibilities include:

• Maintaining systems and procedures for administrative and database tasks in relations to the NGV’s CRM Tessitura and event booking and resource management system Priava-Elite, developing and producing reports and working with NGV teams to improve and enhance these systems as required.
• Supporting the Head of Catering and Events and the Events team with administrative tasks associated with financial processing including generating invoices and raising purchase orders, monitoring, forecasting and maintaining budgets, retail accounts, reconciliations and financial reporting.
• Representing the Events department by acting as a central point of contact for event related queries, carefully monitoring the event enquiries mailbox and ensuring an accurate and timely response for internal and external stakeholders.
• Supporting the Head of Catering and Events in operational and administrative tasks relating to the contract management of the in-house catering provider including assistance with day-to-day operations and administrative activities linked to the catering contract tender.

To be successful, you will have previous experience in providing high quality administrative support, and experience in liaising with high profile stakeholders. You will have knowledge of Tessitura, Priava-Elite and/or similar databases. You prepare letters, emails and reports using clear, concise and grammatically correct language; and include content appropriate for the purpose and audience. You are adaptable (especially in relation to availability after hours for events), open to new ideas, accept changed priorities without undue discomfort and recognise the merits of different options and act accordingly.

Relevant to those with a tertiary degree; and ideal role for a candidate with adaptable skills and experience.

Experience within the Arts and/or Not for Profit sector will be highly regarded.

For more details, please refer to the attached role statement.

HOW TO APPLY:

To apply for this role, please go to ‘Apply’ and include the following documents in your application:

• A resume/CV
• A cover letter
• A statement addressing the key selection criteria in the role statement

Applications close at 5pm on 12 September 2025.

If you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments, such as the role statement, in an accessible format (e.g., large print), please contact the People and Culture team at job.applications@ngv.vic.gov.au or by using the National Relay Service on 133 677 and asking for 03 8620 2222.