Board and Executive Assistant

About this role

Australia's most visited museum organisation is seeking a Board and Executive Assistant at Museums Victoria.

ABOUT MUSEUMS VICTORIA:

Ever dreamed of working in a place where dinosaurs roam, stars explode, and the world's most intriguing stories come to life? Welcome to Museums Victoria (MV)—where every day is a new opportunity to create unforgettable experiences. As one of the southern hemisphere's largest and most iconic museum organisations, we're not just about exhibits; we're about engaging, immersive moments that spark curiosity, creativity, and connection.

Home to the awe-inspiring Melbourne Museum, the culturally rich Immigration Museum, the mind-expanding Scienceworks, and the World Heritage-listed Royal Exhibition Building, MV is a place where events transform spaces and stories into something truly unmissable. Join a passionate team that brings ideas to life and makes discovery part of everyday experience.

ABOUT THE POSITION:

The Board and Executive Assistant plays a critical role in supporting the smooth and efficient operation of Museums Victoria's Board and Committee governance functions. The position provides comprehensive administrative support to Board and Committee members, with a strong focus on meeting preparation, coordination and board portal management.

The role also delivers high-level executive and administrative support to the Chief Financial Officer/Director Corporate Services, contributing to the effective functioning of the Corporate Services division. This includes coordinating sensitive documents and reports, managing schedules and ensuring governance processes are well supported and compliant.

Some of the key duties include: 

• Coordinating end-to-end preparation for Board and Committee meetings, including managing papers, logistics, scheduling and distribution of documentation
• Administering the Convene board portal, including user access, document management, training and system support
• Coordinating hospitality and catering requirements for Board and Committee meetings and related events
• Providing administrative support to the CFO, including calendar management, document preparation, correspondence and financial administration
• Managing sensitive information with a high level of discretion and ensuring compliance with privacy, information security and records management requirements
• Supporting governance processes and contributing to a positive, collaborative team environment

The successful applicant will have:

• Experience supporting Board and/or Audit and Risk Committee administration, or working in governance-related roles
• Demonstrated experience providing executive or senior-level administrative support, ideally within a corporate services or government environment
• Exceptional organisational skills, with the ability to manage competing priorities and deadlines
• Strong attention to detail and a commitment to accuracy
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and experience with board portal systems (e.g. Convene or Diligent) is highly regarded
• A high level of professionalism, discretion and ability to manage confidential information
• Strong interpersonal skills and the ability to build effective relationships with Board members, executives and stakeholders
• A basic understanding of governance practices, privacy and information management
• Resilience and flexibility to respond to changing priorities and high-pressure periods

OTHER INFORMATION

This is a Full time, ongoing position. The salary on offer is a VPS3.1, with a salary range of $79,122 - $87,599 per annum, plus 12% superannuation.

The successful applicant is required to undergo a National Police Records Check and Working with Children Check and be assessed as suitable (new employees are required to meet this cost).

HOW TO APPLY?

To view the position description, visit Careers - Museums Victoria. From our Current Vacancies page, select “All Jobs” and click on the link for this job's listing. 

To apply, please click “Apply for this Job” at the bottom of the job listing page. 

For more information about this position, please contact Georgie Cox at boardsecretary@museum.vic.gov.au.

Please submit the three following three documents with your application: 

• Your Cover Letter
• Your Resume
• A written response addressing the Key Selection Criteria as outlined in our Role Statement (Please refer to attached document)

APPLICATIONS CLOSE: 16 April 2025