Senior Executive/assistant Manager

COMPANY DESCRIPTION

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, Musée 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. It was 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 in 2018. The Gallery 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.

DESIGNATION : Senior Executive/Assistant Manager (Community & Access) - Volunteer Management

RESPONSIBILITIES

This role will be responsible for supporting and executing the core operational and administrative functions which includes the service and deployment of over 400 active volunteers that are part of the Gallery’s volunteer management programme called the _Best Friends of the Gallery_.

**RESPONSIBILITIES**

**Volunteer Operation**
- Key liaison for all volunteer deployment of special exhibition tours, chargeable tour programmes and ad hoc tour requests conducted on-site, online and/or livestreamed.
- Work closely with internal departments and volunteers to fulfil volunteering request.
- Ensure that relevant systems and database are up to date with deployment information.
- Communicate clearly with volunteers in a timely manner on updates to volunteering assignment.
- Represent the Community and Access team to participate in special exhibition project meetings to support the requirements of special exhibition guided tours as well as to lead the training and deployment needs for daily guided tours of Gallery Exhibitions.
- Respond and update enquiries database.
- Work proactively with staff to provide accurate information and assistance to volunteers mainly in the aspects that affect their volunteering assignments:

- Manage various Volunteer management systems to better support database management and engagement tracking of the volunteers. Maintain the databases regularly to ensure they are accurately updated across the various systems.
- Maintain clear procedures and terms of engagement between Gallery staff and volunteers to increase operational efficiency in volunteer deployment.
- Work closely with team members to review and improve current systems for information dissemination, scheduling of duties and maintaining volunteers’ database.
- Exercise discretion and systematically handle matters, proactively follow up on outstanding task and ensures completion of assigned tasks in a timely and orderly manner.

**Volunteer Administration**
- Prepare timely and accurate reports which includes but not limited to:

- Visitor Experience for the week’s assignment
- Community & Access for bi-weekly and monthly KPI reporting
- Contribute to the review of standard operating procedures, and standards of volunteer service to ensure proper procedures for engagement and deployment are in place.
- Provide administrative & logistics support for volunteer related activities (e.g. recruitment, training and engagement)

**Volunteer Engagement**
- Co-develop volunteer stewardship strategy which includes review of volunteer satisfaction via feedback, identify recognition platforms and special initiatives to adopt Best Practices in volunteer management and engagement that enhance welfare, engagement, and retention.
- Coordinate and execute stewardship strategy as developed with the BFG team.

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