Retail Projects Assistant in Melbourne

The National Gallery of Victoria (NGV) is seeking a Retail Projects Assistant to support merchandise and product development, e-commerce activity, supplier and stakeholder relationships, and administration processes, contributing to the successful delivery of NGV retail operations and projects.

ABOUT THE POSITION:

You will be responsible for providing administrative assistance to the Manager, Retail Operations and Retail team including:

• Retail department planning and timeline
• Organising calendar appointments and bookings
• Preparing meeting agendas and minutes
• Drafting communications and product copy for online
• Preparing retail presentations and associated documentation

Other key responsibilities include:

• Assisting in ongoing upkeep of procedures and database maintenance for all retail systems including data entry, title generation, retail image requests and filing, supplier submission inbox review and Shopify and e-commerce updates, as required.
• Supporting the Retail team in preparing merchandise, setting up displays in store for Exhibitions and Retail calendar events, stock transfer assistance, photoshoot preparations, participating in annual stocktakes and ad hoc duties.
• Assisting the Retail Projects Coordinator to raise and process supplier quotes, D365 system PR’s, PO’s, associated invoice processing and supplier payment remittance follow up for retail expense goods and services.
• Assisting with the buying functions for retail projects; buying plan maintenance, liaising with NGV design store suppliers, generating purchase orders for new and re-order lines, preparing sales reports and ensuring correct invoicing and shipping communications are followed.

To be successful, you will have:

• Demonstrated retail experience coupled with interpersonal skills.
• The ability to regularly plan and track progress on work tasks, taking an organised and methodical approach and addressing priority tasks first.
• The capability to prepare letters, emails and reports using clear, concise and grammatically correct language and organise information in a logical sequence.
• The skill to clearly explain information and listen to feedback while using a polite and considerate manner when dealing with others.
• A keen observation of fine details, identifying gaps in information, looking for logical sequences of information and highlighting practical considerations of plans and activities.
• The capacity for sustained effort and hard work, taking responsibility for your actions, accepting changed priorities without undue discomfort, being adaptable and enjoying a vigorous and dynamic work environment.

For more details, please refer to the attached role statement. Applications close at 5pm on 11 November 2026.

If you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments, such as the role statement, in an accessible format (e.g., large print), please contact the People and Culture team at ***************@ngv.vic.gov.au or by using the National Relay Service on 133 677 and asking for 03 8620 2***.