Unlock Your Career in the Arts: Event Administration Assistant Role at NGV with Competitive Pay and Growth Opportunities

Event Administration Assistant - ArtsHub

The National Gallery of Victoria (NGV) is seeking an Event Administration Assistant to provide essential administrative and database support to the NGV’s Events team. This role is crucial for ensuring efficiency, productivity, and high-quality customer service.

Key Details

• 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

About the Position

You will be responsible for providing administrative assistance in day-to-day activities, including booking meetings and events, administration for ticketed events like the NGV Gala, compiling guest lists, distributing invitations, and coordinating mail-outs. Maintaining effective record keeping is a core part of this role.

Other key responsibilities include:

• Maintaining systems and procedures for administrative tasks using CRM Tessitura and event booking system Priava-Elite, developing reports, and collaborating with teams to enhance these systems.
• Supporting the Head of Catering and Events with financial processing, such as generating invoices, raising purchase orders, monitoring budgets, and handling reconciliations and financial reporting.
• Acting as a central point of contact for event-related queries, managing the event enquiries mailbox, and ensuring timely responses for stakeholders.
• Assisting with operational tasks related to contract management for the in-house catering provider, including support for day-to-day operations and the catering contract tender.

Ideal Candidate

To be successful, you should have:

• Previous experience in providing high-quality administrative support.
• Experience in liaising with high-profile stakeholders.
• Knowledge of Tessitura, Priava-Elite, or similar databases.
• Strong communication skills for preparing clear and grammatically correct documents.
• Adaptability, including availability after hours for events, and openness to new ideas and changing priorities.

This role is relevant for those with a tertiary degree and is ideal for candidates with adaptable skills. Experience in the Arts and/or Not-for-Profit sector is highly regarded.

For more details, refer to the role statement.

How to Apply

To apply, include the following documents:

• 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 need adjustments for the recruitment process or accessible formats, contact the People and Culture team at job.applications@ngv.vic.gov.au or use the National Relay Service on 133 677 and ask for 03 8620 2222.