Executive / Senior Executive (Corporate Service and Administration)

Job Summary
The Executive / Senior Executive (Corporate Services & Administration) oversees administration, HR, IT/digitalisation, and board governance to ensure smooth operations and compliance. Working with the Executive Director and Board, the role also drives process improvements, staff engagement, and supports organisational events and initiatives.

Roles and Responsibilities

A. General Administration

1. Oversee the general office administrative functions including procurement
2. Coordinate staff meetings, prepare meeting agendas
3. Facilitate smooth and efficient meetings, ensuring all necessary information is provided
4. Organise corporate travel arrangements or events including sourcing for venues
5. Coordinate with vendor on the maintenance of general office facilities (security equipment, phone system, air-conditioning, etc)
6. Track office inventory stock-taking and track usage
7. Procurement of office supplies and programme materials
8. Ensure procurement policies and procedures are complied with
9. Assist in grant applications, proposal and claims

B. HR

1. Conduct interviews with HR executive and ED
2. Plan and conduct bi-annual staff performance appraisals with ED and maintain related documentation.
3. Act as a liaison between HWN and staff and ensure smooth communication and prompt resolutions of all queries including handling of staff grievances and disciplinary issues
4. Take the lead on induction of new hires and improve processes and experience
5. Review and update Staff Handbook and Policies and Procedures
6. Conduct annual pulse satisfaction survey

C. Digital / IT

1. Support Cyber/PDPA requirements
2. Support Youthbank 5.0 efforts
3. Support digitalisation efforts
4. Review and update IT policy

D. Board Administration & Governance

1. Keep track Governance Evaluation checklists, maintain timelines and deadlines
2. Arrange and coordinate Board Meetings and AGM
3. Prepare Agenda, take minutes and circulate approved minutes
4. Keep up-to-date contact details of Board Members
5. Coordinate with Board Members on all other matters e.g. luncheons, attendance at events, etc

E. Others

1. Assist ED in a Personal Assistant capacity
2. Review and update Volunteer Management Policies and Procedures
3. Assist in Fund Raising and organisation wide events e.g. dialogues, fireside chats
4. Any other duties as required