Senior Executive / Assistant Manager (Planning & Board Governance)

The Senior Executive/Assistant Manager (Planning and Board Governance) will be responsible for providing planning, governance and secretariat support to aid in Gallery's annual and long-term goals, improve administrative efficiency for Board-related processes, and ensure adherence to the Code of Governance for Charities and IPCs. The role will include meeting coordination, preparation of background briefs and meeting materials, minute taking, drafting and revising Board policy, and oversight and administration of governance processes.

KEY RESPONSIBILTIES but not limited to the below:

1. Relationship Management and Coordination

• Point of contact between the Gallery, Board and Board Committee members, and relevant government agencies.


• Support the coordination of all Board and Board-related events, periodic social meetings and attendance at official events, including event logistics support when Board members visit the Gallery.

• Manage the entire meeting process for Board and Board-related meetings, including but not limited to shaping meeting agenda, scheduling of meetings, coordination of physical and virtual meetings, preparation/collation and circulation of meeting materials, board resolutions and other documents, drafting minutes of meetings, circulation of minutes for review and approval as well as carrying out of any post-meeting actions required.


• Assist with Gallery board governance related duties as part of the Visual Arts Cluster arrangements.


• Assist with Board, Board committees and advisory panels renewal process including but not limited to preparation and/or submission of documents to relevant authorities, updating of Charity Portal, developing and preparation of onboarding materials for new Board of Directors, supporting and coordination of onboarding meetings and maintaining due diligence documentation/records on new and existing Board of Directors and co-opted Board Committee members.


• Assist with developing, researching, drafting, and consolidating the preparation of all informative materials and presentations for regular and ad hoc Board training, and any other special meetings of the Board.


• Support the team in planning for strategic discussions at above-mentioned meetings and for the annual workplan cycle.

• Liaise with company secretary to prepare resolutions and required documents for statutory submissions and compliance.


• Ensure timely and accurate filing of corporate governance documents to the relevant regulatory authorities including, but not limited to, Board policies, meeting minutes, annual returns, budgets, business plans, and amendments to the Articles of Association according to records retention schedule, lodging of documents with ACRA, AGM/EGM documents, and maintaining and updating of statutory registers and records, to comply with the necessary statutory requirements.


• Assist in maintenance of governance excellence by researching and developing innovative approaches for quality improvement in governance practices based on Charities Code of Governance and maintaining proper records of required documentations.


• Assist with collation of documents for annual audits.


• Review and format various documents, presentations, and reports as needed.


• Draft and distribute appropriate correspondence for review, such as briefing packages, surveys, meeting materials, and other reports, to the Board.


• Support the department on policy, process, and terms of reference amendments for each Board committee, and managing all internal and external governance records.


• Assist in producing documentation to support implementation of governance related policies and procedures.


• Any other duties as assigned.

Qualifications

• Degree in Business Administration, Arts Management, Humanities, Social Sciences, or a related field. Prior experience in planning, governance, administration, or related roles, preferably within the non-profit/charity sector, is advantageous.


• Demonstrated experience in meeting coordination, preparing agendas, assembling meeting packages, and maintaining policies and procedures is essential.


• Experience in an administrative capacity working with a Board of Directors or individuals with corporate secretarial expertise is preferred.


• Possess strong organisational and project management abilities.


• Strong written communication skills and proficiency in drafting correspondence and other documentation.


• Able to perform under pressure and meet tight deadlines.


• Display precision, accuracy, and meticulous attention to detail in all work aspects.


• Ability to work effectively both independently and as part of a team.


• Proficient in Microsoft Office Suite. Competency in utilising video conferencing tools for hybrid meeting formats and familiarity with web-based solutions like Diligent for uploading Board materials.


• Proficient typing ability with speed and precision. Previous experience in meeting minute taking is desirable.


• Supportive of and able to demonstrate agile and flexible working practices.


• Discretion and ability to handle sensitive and highly confidential information and material appropriately.


• A keen interest and knowledge in visual arts and/or the museum sector is a plus.