Administrative Executive

Job Description & Requirements

Limitless is growing our administrative team to support our growing organisation, and are looking for an Administrative Executive to join and grow with us.

About the Charity

Limitless is a charity (IPC) that provides accessible mental health services, intervention, and outreach to youths in Singapore. It serves young people struggling from a range of mental health challenges ranging from distress to complex mental illnesses and suicidal ideation, providing easy access to care.

Job Responsibilities

1. Secretariat Support for Board and Committees

• Coordinate scheduling and logistics for all Board and Committee meetings (online and in-person)

• Support Board and Committeee level events, such as onboarding and AGM. This includes preparation of materials.

• Prepare, compile, and distribute agendas, meeting papers, and background documents in advance

• Attend meetings to take accurate minutes, capturing key decisions, actions, and next steps

• Circulate minutes for review and approval, track follow-up actions, and ensure timely completion

• Maintain up-to-date records of Board and Committee members, including contact details, terms of service, and committee assignments

2. Administrative Support to Senior Management Team

• Manage calendars, and schedule meetings

• Prepare data and documents, drafting correspondence, and preparing presentations

• Digital filing of confidential documents for administrative, operational, and governance records

• Support administrative and logistical tasks for events held

• Support internal reviews and updates of governance policies, manuals, and procedures.

• Communicate and co-ordinate with internal and external stakeholders of the Agency

3. Office Administration

• Manage inventory of office supplies and equipment, placing orders as needed.

• Support office operations and coordination of administrative affairs

• Coordinate the maintenance and repairs of office equipment and facilities.

• Other ad-hoc duties as assigned

Job Requirements

• GCE A Levels or Diploma in any discipline with at least 2 years relevant experience, Business Administration is preferred

• Excellent time management skills and able to manage multi-task and meet tight deadlines

• Excellent written and verbal communication skills

• Dynamic, quick thinking, adaptable and responsive to change

• A team player, analytical, meticulous, resourceful, with good interpersonal skills and strong verbal and written communication

• Able to handle sensitive matters with a high level of confidentiality

• Proficiency in Microsoft Office (Word, Excel, Powerpoint)

• Organizational and minutes taking skills

• Secretarial experience will be advantageous