Executive Assistant

COMPANY DESCRIPTION

The Salvation Army has been touching lives in Singapore since 1935 and we remain committed in serving the underprivileged in the community without discrimination. To us, every life is precious and we actively help those in need regardless of age, race or religion.

Throughout the years, we have established a comprehensive network of social services to meet a wide range of needs in our community. Our diverse programmes reach out to children who need care and protection, families in material need, ailing aged requiring quality nursing care and other needy segments in our society.

Our spiritual ministry also reaches out to the people in the community to provide counsel to those in need. We are there to help guide those in need towards finding their identity and purpose in life.

RESPONSIBILITIES

Executive Support Responsibilities

• Provide comprehensive administrative and executive support to the Chief Secretary, ensuring the smooth operation of the office.
• Manage all incoming calls to the Chief Secretary's office with professionalism, discretion, and sound judgement.
• Draft, prepare, and format correspondence, reports, and official documents for the Chief Secretary's review and signature, ensuring accuracy, clarity, and alignment with organisational standards.
• Assist the Chief Secretary in managing emails, tracking follow-ups, coordinating responses, and ensuring timely completion of action items.
• Coordinate communications with International Headquarters (IHQ) and other Territorial/Regional Leaders and Directors on behalf of the Chief Secretary, ensuring clarity, diplomacy, and appropriate protocol.
• Maintain an organised and up-to-date filing and archival system for confidential and sensitive documents.
• Prepare and update the Territorial Calendar, ensuring alignment across departments and timely dissemination to relevant stakeholders.
• Collate and archive Territorial quarterly reports to support institutional memory and audit readiness.
• Prepare and consolidate reports for IHQ International Audit Review or Territorial Review, ensuring completeness and accuracy.
• Plan, prepare, and coordinate the annual Territorial Consultation programme, working with multiple stakeholders to ensure seamless logistics and execution.
• Assist in organising events, meetings, briefings, and official functions as required.
• Undertake special projects, tasks, and duties assigned by the Chief Secretary with a high level of professionalism, confidentiality, and accountability.

QUALIFICATIONS

• Minimum Diploma in Business Administration, Event Management, or a related discipline.
• Strong organisational, coordination, and multitasking abilities with the capacity to manage multiple priorities simultaneously.
• Meticulous, detail-oriented, and committed to maintaining high standards of accuracy.
• Excellent time-management skills and ability to meet tight deadlines.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Able to work both independently and collaboratively as part of a team.
• Strong written and verbal communication skills, with the ability to draft high-quality correspondence.
• Excellent interpersonal skills, with the ability to interact professionally with senior leaders and external stakeholders.
• Demonstrates discretion, confidentiality, and sound judgement in handling sensitive information.

OTHER INFORMATION

Work Location:

The Salvation Army Territorial Headquarters

20 Bishan Street 22, Singapore 579768

Work Hours:

The total work hours is 44 hours per week.

Under normal circumstances the hours of duty will be as follows:

8.30am to 5pm - Monday to Friday (1 hour lunch break)

It will be at the discretion of your Centre/Department in charge or his/her assigned representatives to determine whether you will be required to work any of the unutilised hours according to the operational needs of the Centre/Department and within the legitimacy of the employment laws where applicable.

By submitting this job application, I affirm that I have given to The Salvation Army true and complete information on this application. No requested information has been concealed.

I agree that The Salvation Army (TSA) may collect, use and disclose your personal data, as provided in this application form, or (if applicable) obtained by TSA as a result of your employment, for the following purposes in accordance with the Personal Data Protection Act 2012 and our data protection policy (available at our website at https://www.salvationarmy.org.sg/data-protection-policy/ ):

a) the processing of this employment application

b) the administration of the employment with TSA and

c) sharing of personal information to third party, including but not limited to government agencies, hospitals, vendor(s)/supplier (s), working in collaboration with TSA to support the employment.

If you are providing third party's personal data, you hereby declare that you have obtained consent from the named individual(s), for the collection, use and disclosure of his/her personal data by you to TSA, TSA business partners and other third-party service providers. I authorised the organisation to contact references provided for employment reference checks.

Please visit our website at https://www.salvationarmy.org.sg/data-protection-policy/ for further details on our data protection policy, including how you may access and correct your personal data or withdraw consent to the collection, use or disclosure of your personal data.

If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for denial of employment or immediate dismissal.

Please note that your application will be sent to and reviewed by the direct employer - The Salvation Army Singapore