Job Description:National Gallery Singapore is seeking for a proactive and detail-oriented Senior Executive to support the operational and administrative functions of the Partnership Development Department, with a focus on the following areas:Key Responsibilities
Provide administrative and logistical support to the Partnership Development Department
Maintain and oversee internal processes such as contract tracking, document handling, donation tracker and approval processes.
Coordinate logistics for meetings, events, and internal reviews across teams.
Manage and maintain databases, records, and filing systems (digital and physical).
Serve as the primary contact for external vendors and internal support requests.
Track budgets, process invoices, and assist with procurement activities.
Proactively identify team needs and address potential issues before they escalate.
Continuously improve administrative systems by streamlining, documenting, and optimizing processes.
Assist the team with financial paperwork & processes: direct contracts, requests for proposal, purchase order creation & approvals, invoice processing and budget tracking
Monitor and track budget status including required liaison and communication with team members to ensure the departments stay within budget & forecasts
Responsible for raising purchase orders for the team, preparing annual accrual as needed.
Act as the team's focal on Procurement represents the Partnership Development Department where in the Gallery's Procurement Task Force
Execute other ad hoc duties to further the goals of Partnership Development Department where appropriate.
Qualifications:
Diploma or Degree in Business Administration, Communications, or related field
Minimum 2 years of relevant experience in administrative or operations support
Strong team player with a positive attitude, who thrives in collaborative environments and enjoys working across departments
Strong organizational skills and attention to detail
Proficiency in Microsoft Office Suite and Outlook and admin tools like DocuSign, Asana etc., as well as experience with CRM systems like Salesforce
Proven ability to multitask, prioritize tasks and work effectively under pressure
Excellent communication and interpersonal skills
Keen interest in Arts sector
Flexibility to work occasional evenings and weekends, if required
About Us:National Gallery Singapore is a leading visual arts institution which oversees the world's largest public collection of Singapore and Southeast Asian modern art. Situated at the birthplace of modern Singapore, in the heart of the Civic District, the Gallery is housed in two national monuments - City Hall and former Supreme Court - that have been beautifully restored and transformed into this exciting 64,000 square metre venue. Reflecting Singapore's unique heritage and geographical location, the Gallery aims to be a progressive museum that creates dialogues between the art of Singapore, Southeast Asia and the world to foster and inspire a creative and inclusive society. This is reflected in our collaborative research, education, long-term and special exhibitions, and innovative programming. The Gallery also works with international museums such as Centre Pompidou, Muse d'Orsay, Tate Britain, National Museum of Modern Art, Tokyo (MOMAT) and National Museum of Modern and Contemporary Art, Korea (MMCA), to jointly present Southeast Asian art in the global context, positioning Singapore as a key node in the global visual arts scene.In 2020, the Gallery was the only museum in Southeast Asia that received a ranking in The Art Newspaper's annual global survey of attendance at art museums, taking 20th place. In 2018, the Gallery was also the first museum in Asia to receive the Children in Museums Award by the European Museum Academy and Hands On! International Association of Children in Museums. It also won the awards for "Best Theme Attraction" at TTG Travel Awards 2017, "Best Attraction Experience", "Breakthrough Contribution to Tourism" and "Best Customer Service (Attractions)" at the prestigious Singapore Tourism Awards in 2016 for its role in adding to the vibrancy of Singapore's tourism landscape.We offer job opportunities in our dynamic organisation. Working at the Gallery enhances and cultivates your love for the arts, and offers you a chance to be part of the Gallery's vision.OUR PEOPLEAt National Gallery Singapore, we develop cultural leaders who make the world better. Our people are united by a shared belief in the power and necessity of art, and work together to create meaningful experiences for our visitors.
