Executive (Admin & Projects)

About Care Community Services Society (CCSS)

Care Community Services Society (CCSS) is a registered charity and an Institution of a Public Character (IPC) dedicated to serving the community through impactful programmes for children, youth, families, and the elderly. Guided by our values of compassion, integrity, and excellence, we aim to make a meaningful difference in the lives of those we serve.

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Position Summary

We are seeking a servant leader who serves with humility, a heart for people, fostering strong relationships through integrity and love to join us as an Executive (Admin & Projects). The Executive (Admin & Projects) is responsible for ensuring the smooth operation of administrative services, Board management, documentation systems, and corporate insurance. This role supports governance, compliance, and operational excellence across all CCSS offices and programmes.

Duties and Responsibilities

1. Administration and Projects Services

. Oversee day-to-day administrative operations and ensure organisational effectiveness.

. Administer and manage contracts and renewals, including lease agreements and company van insurance.

. Lead the annual donation box initiative, including the full cash collection process.

. Support event logistics and coordination for office-wide activities and ad-hoc events.

. Prepare administrative reports and contribute to annual office budget planning.

. Provide secretariat support to the Executive Director as required.

. Serve as the primary liaison between CCSS and internal/external stakeholders regarding administrative services.

2. Document Management

. Develop and maintain efficient online and physical filing systems.

. Ensure compliance with the Personal Data Protection Act (PDPA).

. Maintain and regularly update relevant documents on CCSS corporate SharePoint, including the Staff and Employee Hub.

3. Corporate Insurance

. Research and assess insurance needs for beneficiaries and volunteers, recommending suitable policies.

. Liaise with TCC to renew Directors & Officers (D&O) Insurance, Fire Insurance, Public Liability, and Money Insurance.

. Maintain knowledge of insurance policies and claims, and respond to staff queries effectively.

. Administer and track renewal dates for all corporate insurance policies, including GPA coverage for beneficiaries and volunteers.

4. Board Secretariat and Governance Support

. Provide secretariat support to the Board and subcommittees, including meeting coordination, agenda setting, minute taking, and timely circulation of board papers.

. Maintain accurate records of Board resolutions and decisions.

. Support review and updating of the charity's Constitution and Terms of Reference for the Board and its Committees.

. Ensure compliance with governance frameworks such as the Code of Governance for Charities and IPCs.

. Track and manage regulatory filing timelines (e.g., ACRA, Commissioner of Charities).

. Support internal policy reviews and updates, ensuring documentation is current and compliant.

. Assist with organisational audits, governance reviews, and reporting exercises as required.

5. Other Admin Support

. Handle incoming enquiries via phone and walk-ins professionally.

. Prepare Vendor Approved Creation (VAC) forms for all relevant procurements.

. Support office event logistics and coordinate the purchase of inventory and supplies.

. Cover basic duties of the HRA role as needed.

. Provide ad-hoc administrative support as assigned by supervisors within the HR & Office Admin department.

COMPETENCIES:

. Proficient in Microsoft Office Suite and administrative systems.

. Organization skills with good time management and the ability to multi-task

. Strong interpersonal skills to interact with employees and clients of all levels of seniority and across the departments

. Meticulous to details

REQUIREMENTS

Academic qualification & experience

. A servant leader who leads with humility, integrity and love

. Diploma in Business Administration, Facilities Management, or related discipline.

. Minimum 3 years of experience in administration and project coordination.

. Proficient in Microsoft Office

. Meticulous, organised, and able to manage tight deadlines.

. Strong communication skills, with the ability to work both independently and collaboratively.