Executive Assistant & Business Support Specialist

The Executive Assistant EA & Business Support Specialist reports to the Director, Fed Square Commercial & Operations to provides business support directly to the executive role and the wider Commercial & Operations department which consists of event management, partnerships/development, tenancy, precinct operations/facilities and capital works teams. This position is the primary conduit for all team communications and works closely with internal departments to improve and maintain business efficiency with support where required.

The Melbourne Arts Precinct Corporation (MAP Co) is the State Government agency responsible for overseeing the delivery of the Melbourne Arts Precinct (MAPT) project as well as the operations, programming, promotion and maintenance of Fed Square.

MAP Co is overseeing the delivery of the $1.7 billion Melbourne Arts Precinct Transformation project that includes, The Fox: NGV Contemporary, a new gallery dedicated to contemporary art and design; Laak Boorndap, the 18,000 square metre public open space in the heart of the precinct; as well as significant upgrades to Arts Centre Melbourne and its historic State Theatre.

It also takes on the management and operations of Fed Square and is responsible for connecting a single continuous art, civic, and cultural precinct stretching from Fed Square through Southbank.

Once the transformation is complete, MAP Co will also manage and activate Laak Boorndap, the urban garden that will connect the Melbourne Arts Precinct in a seamless and immersive cultural experience.

Fed Square is the gateway to the art precinct – and as Melbourne's public square it is the civic, cultural and community heart of the city. It home to three of Victoria's major cultural institutions: ACMI – Australia's Museum of Screen Culture, the Koorie Heritage Trust (KHT) and The Ian Potter Centre: NGV Australia along with an array of restaurants and cafes. Located opposite the iconic Flinders St Station, it is Melbourne's premier meeting place, tourist destination and event venue for thousands of free events every year.

Our values

Our values are: First Nations First, Collaboration, Integrity, Community and Innovation

MAP Co values the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA+, women, people of all ages, with disability and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live.

Key Responsibilities and Accountabilities:

• Manage the Commercial & Operations Director's diary with sensitivity, balancing multiple priorities and commitments effectively to facilitate the optimal use of Director's time and focus.
• Oversee the Director's email inbox, prioritise matters, and ensure timely resolution.
• Assist the Director in meeting preparation, including agenda and minute creation, distribution of outcomes, and action item follow-up.
• Ensure the Director is well-prepared for meetings, equipped with relevant information and adequate reading time and pending action items are responded.
• Support the Executive team by collecting and collating Board Reports from the Senior Managers of the Commercial & Operations departments for timely submission.
• Safeguard confidentiality and maintain the professional integrity of the Executives, CEO, and Board.
• Establish and maintain positive relationships with senior executives from various organisations.
• Undertake research and coordinate special Projects that may include the preparation and development of presentations and/or documentation.
• Contribute to the enhancement and maintenance of the records management system.
• Develop and manage an online SharePoint filing system for the Commercial & Operations department.
• Provide support with diary, event and meeting management, related administration duties including financial system support, drafting and sending email correspondence, assist with hospitality orders and welcoming guests.
• As a Business Support Specialist, you will also be tasked with assisting the wider team; capital works and event management teams by providing project management administration, including knowledge of project management methodology which may include utilising project software, scheduling and logistics.
• Respond to enquiries from external stakeholders including the redirection of enquiries to appropriate personnel and services.
• Continually review processes and operations to maximise efficiency.
• Perform other duties as requested by your manager or delegated member.

Key Selection Criteria

• Demonstrated Executive-Level Administrative Expertise: High-level administrative support to senior executives within a corporate environment, showcasing exceptional professionalism, discretion, and confidentiality. Coordinating complex diaries, events, and meetings, as well as efficiently managing various administrative tasks.
• Advanced Proficiency in Administrative Tools: Proficient in effectively utilising the MS Office Suite and other relevant software applications to streamline administrative processes. ability to create and manage documents, spreadsheets, presentations, and email correspondence at an advanced level.
• Strong Communication and Collaborative Skills: Excellent communication and collaboration skills, capable of effectively interacting within a team setting. Ability to liaise with internal and external stakeholders, promptly responding to inquiries, and directing individuals to the appropriate resources and services.
• Exceptional Time Management and Prioritisation: Ability to manage multiple priorities and meet deadlines efficiently. Strong time management skills in balancing competing demands, organised meeting documentation, and ensured timely completion of tasks.
• Proactive Problem-Solving and Process Improvement: Display a proactive approach to addressing challenges and enhancing operational processes.

Desired Experience/Qualifications:

• Strong team player, capable of effective collaboration and communication within a team setting.
• Skilled in managing competing demands while adhering to standards and deadlines, displaying a proactive approach.
• Self-sufficient and capable of working autonomously when required.
• Experience in project management and related software is desirable.

Recruitment process

You can read more about our recruitment process at this link: https://fedsquare.com/careers

Please let us know in your cover letter if you require any reasonable adjustments to the recruitment process or the role. MAP Co is committed to ensuring that all applicants are afforded an equitable opportunity to be considered for our roles.

MAP co will undertake background checks on the successful candidate in line with requirements set by the Office of the Victorian Information Commissioner (OVIC).

Applications

Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay.

Please provide a covering letter (maximum 1 page) and your resume (maximum 4 pages).

Applications close on 30 March 2025

Applications close Wednesday 30 April 2025 at 11.59PM