Executive/Senior Executive

Job Summary

The Executive / Senior Executive (Corporate Services) supports the organisation's day-to-day administration, facilities management and operational requirements. The role also supports the coordination of office relocation, new premises setup and other corporate projects, while providing administrative support for IT, Board and governance matters.

Roles and Responsibilities

A. General Administration, Facilities Management & Project Coordination

• Coordinate general office administrative functions
• Coordinate with vendors and service providers on the maintenance, repair and upkeep of office premises and facilities.
• Coordinate staff meetings and consolidate meeting agendas
• Organise corporate events including sourcing for venues and travel logistics
• Procurement of office and pantry supplies, conduct inventory stock-taking and ensure procurement policies and procedures are adhered to
• Maintain relevant facilities, vendor and administrative records
• Support the planning and coordination of office relocation.
  
• Liaise with internal departments and external stakeholders on relocation and premises-related matters.
  
• Provide general administrative and coordination support for organisation-wide projects and operational initiatives as required.

B. IT

• Maintain software licenses and subscription renewals (eg Microsoft, Adobe etc...) and maintain accurate records of renewal dates and costs
• Coordinate the procurement, deployment, tracking and issuance of IT equipment together with the IT department.
• Perform basic IT setup for onboarding and offboarding staff

C. Board Administration & Governance

• Support corporate governance and compliance requirements, including maintaining governance records, checklists and key compliance deadlines
• Arrange logistics and coordinate Board, AGM and Board Committee meetings or related events, including scheduling, logistics, preparation/circulation of meeting materials, and taking minutes where required
• Maintain accurate Board and Committee records, including membership, contact details, attendance and relevant governance documentation
• Any other duties as required

Requirements

• Diploma/Degree in any discipline
• At least 2 years experience in Corporate Services
• Familiarity with basic IT onboarding support (e.g. laptop deployment and user account setup) would be an advantage. Training will be provided to candidates without prior experience for IT support
• Good interpersonal, written and verbal communication skills.
• Proactive and able to work independently while managing multiple priorities in a fast-paced environment.
• Organised and attentive to detail.
• Professional, discreet and able to handle confidential organisational information with integrity.