Job Title:
Admin Executive
. Part-Time which could lead to Full-Time for the right candidate
. Only open to Singaporeans and Permanent Residents of Singapore
Job Summary:
. The Admin Executive is responsible for managing a broad range of administrative functions that support the smooth running of the organization. This role includes office management, communication coordination, event logistics, procurement, and documentation-while also extending to basic website content updates and social media posting to support the organization's digital presence.
. Working closely with the Council and Finance Manager, the Admin Executive is expected to be proactive, organized, detail-oriented, and digitally savvy, capable of balancing both traditional administrative duties and light digital tasks.
Key Responsibilities:
1. Office Administration & Management
- Manage daily office operations to ensure an organized, clean, and efficient workplace.
- Ensure proper functioning of office facilities and equipment coordinate with building management and service vendors when needed.
- Maintain and improve administrative systems, processes, and workflows to increase efficiency.
2. Scheduling & Calendar Management
- Coordinate and manage calendars for senior leadership, including scheduling meetings, appointments, and travel arrangements.
- Organize internal and external meetings, book venues, and manage logistics, ensuring all necessary materials and resources are prepared.
3. Document Management & Record Keeping
- Maintain systematic filing systems (physical and digital) for company documents, correspondence, records, and reports.
- Prepare and format meeting minutes, reports, proposals, and internal communications.
- Ensure compliance with organizational policies and relevant data protection laws.
4. Communication & Correspondence
- Handle internal and external communications, including email, phone, and physical mail.
- Draft and distribute memos, announcements, and circulars to staff and stakeholders.
- Serve as a liaison between departments and external vendors or partners.
5. Procurement & Inventory Oversight
- Monitor office supply inventory and ensure timely procurement of required items.
- Source and negotiate with vendors to ensure cost-effective purchases.
- Maintain accurate procurement records and assist in expense tracking and budgeting.
6. Event & Meeting Support
- Organize logistics for company meetings, workshops, and staff events, including venue booking, catering, materials preparation, and registration.
- Provide on-site support for smooth execution of events, including setup and coordination.
7. Website Management
- Update and maintain website content such as announcements, event listings, meeting minutes, reports, and newsletters.
- Coordinate with external web developers or IT support as needed for more complex technical updates.
- Ensure content accuracy, consistency, and alignment with the organization's branding and messaging.
8. Social Media Content Posting
- Manage and schedule regular posts on the organization's social media platforms (e.g., Facebook, LinkedIn, Instagram).
- Share news, updates, event highlights, and engagement content to maintain a consistent digital presence.
- Track engagement metrics and assist with basic content planning in collaboration with the communications or outreach team.
9. Compliance & Reporting
- Support the organization in maintaining compliance with internal policies and regulatory requirements through proper documentation and reporting.
- Assist with the preparation of documents for audits, Council reviews, and external reporting.
Qualifications and Skills:
Education:
- Bachelor's degree in Business Administration, Office Management, Communications, or a related field is preferred.
Experience:
- Minimum of 2-3 years of experience in an administrative role, ideally with exposure to website management or digital communication.
- Experience in procurement, office coordination, and basic content management systems (CMS) is an advantage.
Technical Skills:
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with website content management systems (e.g., WordPress or similar platforms).
- Working knowledge of social media platforms and scheduling tools (e.g., Facebook, Instagram, LinkedIn, Canva, Buffer).
- Comfortable using collaboration tools such as Zoom, Microsoft Teams, Google Workspace, etc.
Core Competencies:
- Excellent Organization: Able to manage multiple tasks, prioritize effectively, and follow through to completion.
- Communication: Strong written and verbal communication skills professional and diplomatic.
- Digital Literacy: Comfortable handling digital tools and updating online platforms with accuracy and consistency.
- Initiative & Reliability: A self-starter who takes ownership of tasks with minimal supervision.
- Attention to Detail: Accuracy in records, documentation, and communications is essential.
- Discretion: High level of professionalism and ability to handle sensitive or confidential information.
Work Environment & Schedule:
- Based primarily in an office setting.
- Flexible work arrangements available, including work-from-home 1-2 times per week, subject to operational requirements.
- Flexi-hours may be required to support Council meetings, events, and digital posting schedules, including occasional after-hours tasks.
- May require light travel to attend or coordinate off-site meetings and events.
Organizational Reporting Structure:
- Reports To:
Council & Finance Manager - Liaises With:
Council Members, Internal Departments, Vendors, Event Organizers, IT Support, and External Partners.
