ABOUT MUSEUMS VICTORIA

Museums Victoria is a diverse and exciting place to work. Across our venues - Melbourne Museum, Royal Exhibition Building, Bunjilaka Aboriginal Cultural Centre, Immigration Museum, Scienceworks, Melbourne Planetarium and IMAX cinemas – we present unique and exceptional experiences for more than 2 million visitors each year, who come from all over Australia and around the world to be inspired and to learn about themselves and the universe we inhabit.

To learn more about Museums Victoria, please visit our website.

THE OPPORTUNITY

Museums Victoria, Australia's largest public museum organisation, is seeking a Development Projects and Engagement Coordinator. We are looking for a driven, highly organised individual with strong attention to detail to join the Development team. This role is responsible for coordinating and implementing a range of stakeholder engagement initiatives and providing high-quality and timely administrative services and support for projects and events within the Development and Commercial Operations division. This includes CRM management and executive administrative duties for the Director, Development and Commercial Operations.

Working in the Museums Victoria Development team, core functions of this position include:

• Supporting the Engagement Manager, Development and Commercial Operations and the Development team to deliver supporter and corporate partner engagement, acquisition and stewardship activities and events, and administering the Corporate Members program. Functions include briefing invitation design, guest list compilation, attendee background research, management of RSVPs and the coordination of order of proceedings before and during events.
• Performing administrative duties to support the Director, Development and Commercial Operations including diary management and responding to enquiries as needed; liaising with high-level donors, supporters, government officials, curators and Museum staff on behalf of the Director, as required; undertaking the receipt, recording and timely distribution of correspondence to and from the Director’s office; assisting with travel arrangements and expense acquittals and raising requisitions as required. Providing minute-taking, project support and coordination as required.
• Maintaining project and department-wide databases including the CRM. Prepare tracking mechanisms, progress reports, donor profiles and briefing notes to be presented at the Museums Victoria Executive and Board level. Assisting with the coordination and distribution of internal and external correspondence including the coordination of mailouts in support of stakeholder engagement initiatives.
• Ensuring timely and accurate invoicing, receipting and financial tracking in conjunction with the Museums Victoria Finance department. Support administration of necessary contract management and approvals for successful funding submissions.
• Providing administrative support for the Development team as required. Coordinating meeting arrangements with internal and external stakeholders, ticketing, hospitality and A/V requirements, meeting room bookings and the preparation of visual materials and presentations as required. Take meeting minutes as needed.
• Assisting with the production of key internal and external communications material, including but not limited to PowerPoint presentations, Microsoft Word and Excel reports and documents. Support the development of funding proposals, pitches and reports as required.

RELEVANT SKILLS AND ATTRIBUTES

• Proven experience in supporting end-to-end event coordination and execution including guest list generation, invitation mailouts and RSVP management, briefing and coordinating event teams, on-the-day event coordination, post-event follow-up and reporting.
• Demonstrated experience in all aspects of administrative work within a senior management environment, including adhering to finance procedures and minute-taking in a highly discrete and confidential manner.
• Proven ability to apply a high level of written and verbal communication and presentation skills, professional telephone and face-to-face communication, and excellent interpersonal skills with the ability to relate well with a broad range of stakeholders, including senior management, staff, the public and government and industry representatives.
• Experienced in preparing briefs, letters, e-mails, presentations, invitations and reports using grammatically concise and correct language.
• Proven ability to meet deadlines, prioritise work and multi-task in a dynamic environment, including identifying, developing and implementing processes to achieve goals, reviewing and adjusting as required.
• Strong attention to detail and a high level of professionalism, initiative and accuracy. A demonstrated capacity for sustained effort and hard work, taking responsibility for own actions and enjoying a vigorous and dynamic work environment.
• Ability to work well in a team and foster collaboration with a broad range staff across business areas and functions, building trust through consistent actions, values and communication.
• Excellent computer skills and demonstrated experience in the application of established office systems including Microsoft Word, Excel, PowerPoint and Outlook, and records management systems and databases such as CRM.

Please see our Role Statement for a copy of the full Key Selection Criteria and Duties.

OTHER INFORMATION

Reporting to the Engagement Manager, Development and Commercial Operations, this is an exceptional opportunity for a committed individual to apply their skills and lead a growing team. This is a full-time, ongoing position. The salary on offer is $73,842 per annum (base of grade) plus 10.5% superannuation.

How to Apply

To view the position description, visit Museums Victoria Careers. For more information about this position, please contact Leila Akbarzadeh on email: [email protected] using the subject line: Development Projects and Engagement Coordinator enquiry via EthicalJobs.

To submit your application, visit Museums Victoria Careers by clicking "Apply Now" below and click ‘Apply for this Job’ on the page for the job.

To apply, it is mandatory to submit the following:

• A brief cover letter that outlines your interest in this role.
• A current CV detailing relevant experience.
• A brief document outlining your responses to the key selection criteria.

A position description is attached.