Executive Support Officer

About the National Film and Sound Archive of Australia

The National Film and Sound Archive of Australia (NFSA) is Australia’s audiovisual archive – responsible for collecting, preserving and sharing our cultural heritage. The collection of over 3.3 million items represents moving image and sound production from its earliest analogue formats to today’s digital media and includes related artefacts and documentation such as equipment, photographs, scripts, props and costumes. 

About the Job

Are you a discreet and fantastic coordinator with a ‘can do’ attitude? Do you want to play an important support role, assisting the NFSA Executive to achieve the National Film and Sound Archive of Australia’s (NFSA) strategic priorities? If so, then we need you!

The NFSA Executive Office team requires an Executive Support Officer to provide support to the Office of the CEO and the Executive Team The role requires someone with the highest professional standards and a positive service approach. 

Essential characteristics of the person needed for this position include the ability to:

• Manage diaries and handle tasks with conflicting deadlines.
• Respond positively and effectively to change and variable timeframes.
• Communicate with senior staff and Board members in a professional and courteous manner.
• Discreetly handle sensitive information and maintain confidentiality.
• Strong skills with Microsoft Office applications, records management systems, databases and online travel booking systems.

About the Team

The Executive Team comprises of our CEO, the Head of Collection, the Head of Collection Preservation the Chief Digital Officer, the Chief Marketing Officer and the Head of Programs and Place. This position reports to the Executive Assistant to the CEO & Head of Collection.

Located at the NFSA’s Acton headquarters in Canberra, the position can be Full-time or Part-time. 

Job Details

Under general direction, the Executive Support Officer provides high quality and client-focussed administrative support as part of a small team in the Executive Office. The role requires the development of a sound working knowledge of NFSA policies, procedures and guidelines to perform the following duties: 

• Provide high-level administrative support to senior officers including diary management, supporting travel arrangements, preparation of correspondence, records management and office administration.
• Provide secretariat support for high-level meetings including preparing papers and agendas, minute-taking and following up on actions.
• Provide assistance to the Governance Team with Board travel and meeting preparations, such as room and catering booking and meeting room set up.
• Engage professionally with internal and external stakeholders at all levels.
• Undertake ‘front of office’ functions, including greeting visitors; receiving and responding to phone calls, emails and correspondence; preparing for meetings and events.
• Preparation for meetings onsite including preparation of hospitality
• Provide administrative support to cross-team projects as required, such as volunteer coordination. 
• Maintain accurate and efficient electronic filing systems using TRIM registry filing system. 
• Coordination of the centralised administration of international conferences, licences, organisational memberships and subscriptions
• Assistance organising corporate functions and events such as VIP visits, lunch-time talk series; staff conference and staff development activities. 

Selection Criteria

1. Demonstrated ability to undertake a range of administrative or executive support functions to senior staff under limited direction.
2. Strong written and verbal communication skills including the ability to negotiate with a broad range of people.
3. Strong organisational skills and ability to manage multiple tasks and adapt to changing work priorities.
4. Good interpersonal skills with an ability to anticipate stakeholder needs and operate with professionalism, discretion and sensitivity. 
5. The ability to problem solve when faced with difficult and/or sensitive enquires and situations. 
6. Understanding and application of the APS Code of Conduct and Values.

Qualifications and/or equivalent experience required:

• Formal training/qualifications and/or equivalent experience as an Executive Assistant or in a related field is highly desirable. 
• Experience within a cultural institution would be beneficial. 

Eligibility 

To be eligible for this position you must:

• Be an Australian Citizen;
• Satisfactorily complete an Australian Federal Police National Police Check; and
• Obtain and maintain an Australian Government Baseline Security Clearance. 

The other eligibility that may be included in a job would also include the following:

• Obtain and maintain a Working with Vulnerable People registration.

Assessment Process
The assessment process for this position will include:

• A 500 word, 1 page pitch addressing the selection criteria
• Resume; and
• Referee checking.

The assessment process for this position may also include:

• An interview;
• A written or IT application test;

We welcome and encourage applications from people with disability, the LGBTIQ+ communities, from Aboriginal and/or Torres Strait Islander people, and people from culturally and linguistically diverse backgrounds.

The National Film and Sound Archive of Australia is committed to ensuring a child-safe and child-friendly environment. All employees are expected to demonstrate a commitment to, and support for these principles in theory and practice.