Secretary

Role Summary

The Secretary to the Principal provides confidential administrative, clerical and organizational support to ensure the efficient operation of the Principal's Office. The role serves as the primary communication link between the Principal and internal or external stakeholders by upholding Christian values, professionalism and excellence. Key to this role is supporting the Principal as the chief executive and spiritual leader in his strategic, academic and operational leadership mandates.

Key Functional Responsibilities

Executive Office Management

. Manage the Principal's schedule, appointments, travel arrangements and contact lists to support his leadership in local, regional and global networks.

. Maintain accurate and confidential filing systems in both digital and physical formats to ensure operational integrity and provision of meeting supplies and logistics including the preparation and editing of bilingual correspondence and reports, presentations and internal communications for the Principal.

. Gatekeep and manage first line of external or media contacts when situations arise.

Governance Support

. Serve as recording secretary for key meetings such as the Board Meeting, EC Meeting, etc to ensure effective governance reporting to the Board of Directors.

. Draft letters, memoranda and official documents for the Principal's approval regarding College matters and announcements.

. Support the preparation of ministry, governance and accreditation documentation to ensure compliance in a timely manner.

Stakeholder Engagement

. Act as the first point of contact for the Principal's Office by handling calls, visitors, correspondence and media with discretion.

. Liaise efficiently and professionally with the various stakeholders including Board members, faculty, students, alumni, donors and ministry partners, keeping contact lists up to date.

. Ensure timely dissemination of key information and follow up on decisions, contracts or actions resulting from the Principal's church and community engagements.

Event and Project Coordination

. Organize, coordinate and communicate logistics for academic ceremonies, official visits and College-wide events that aligned with the Principal's academic leadership.

. Administer and follow up with the organization of the College Calendar, internal meetings, management events and communicate updates.

. Organize and administer the smooth running of institutional spiritual life engagements such as chapels, retreats and community worship.

Faith Alignment

. Ensure that communication and representation of the Principal's Office reflect Christ-centred principles, the College's vision, mission and values.

. Exercise discernment, prayerful support and integrity in daily living, serving as a role model of the College, steward gifts and donation with prudent accountability.

. Uphold a positive representation of the Principal Office with a high level of conduct and Christian values.

Key Result Areas (KRAs)

Administration Accuracy

. Accuracy and timeliness of minutes for EC Meetings and governance reports.
. 100% on time submission

Stakeholder Satisfaction

. Professionalism and tact in handling first point of contact communication for Board members, donors, employees, media, etc.
. Overall high positive feedback

Logistical Efficiency

. Successful coordination of travel, academic ceremonies, official visits, College Calendar and events without error.
. Zero major logistical lapses

Data Confidentiality

. Integrity and security of handling and keeping confidential matters with high sensitivity and integrity including contracts, the filing systems and digital records.
. Zero breaches of confidentiality

Positive Representation

. Uphold a high standard of professional conduct by exemplifying commitment, humility, excellence and Christian values in all interactions with stakeholders representing the Principal Office.
. Zero validated complaints related to conduct or professionalism

Attributes Description

Calling

. Embrace and contribute to the College's vision, mission and values through your role and daily interactions

. Actively support the growth and development of students, employees and the community

. Pursue personal and spiritual growth that enhances your effectiveness and self-leadership

Character

. Demonstrate Christ-like qualities such as love, respect and integrity that values diversity and unity in missional service

. Exhibit God-centredness with humility and servant leadership mindset by prioritizing the growth and well-being of students and employees, fostering a collaborative environment

. Show resilience and faithfulness when facing challenges, inspiring others and remaining focused on the College's mission and goals

Capability

. Perform your responsibilities with excellence, continually developing job-specific skills

. Communicate effectively and think critically to solve problems at all levels

. Take initiative in your role, contributing to the College's goals and encouraging others to do the same

Functional Competencies

Spirituality Description

. Demonstrate a mature, biblically grounded faith in Holy Trinity

. Engage in ongoing spiritual growth through regular Scripture meditation and prayer with a strong supportive community

. Show commitment to integrating biblical principles into academic leadership and curriculum

. Model a Christ-centred approach to mentoring faculty and students

. Apply biblical wisdom and values in academic and administrative decision-making in alignment with the College's vision, mission and values

. Foster a grace-filled, accountable community reflecting Christ-like character

Knowledge Description

Required Qualifications

. Diploma or Degree in Office Administration and Business Management or equivalent.

Preferred Qualifications

. Understanding of academic governance and accreditation processes in a higher education setting is advantageous.

Industry Knowledge

. Knowledge of Singapore's educational and charity regulations including Board/EC meetings formalities and data protection.

Technical Knowledge

. Strong understanding of technological utilities, digital and physical filing systems and secretarial best practices.

Compliance Knowledge

. Relevant compliance knowledge of church and seminary operations

Experience Description

Minimum Experience

. At least 3 to 5 years of relevant secretarial experience serving senior leadership.

Preferred Experience

. Above 2 years experience in an academic or faith-based or non-profit setting working closely with internal and external stakeholders.

Relevant Projects

. Experience in organizing, coordinating and administering large scale events from start to end is advantageous.

Relationships Description

Internal Relationships

. Liaise with Board members, Deans/HODs, faculty and administrative staff and students.

External Relationships

. Interact with alumni, donors, ministry partners, external agencies and regional/global theological networks.

Skills Description

Leadership Skills

. Servant leadership characterized by humility, grace and discernment.

. Take ownership and initiative with minimal supervision while leading events and projects.

Management Skills

. Strong organizational and time management abilities with the ability to prioritize workloads and present in high work quality, paying attention to details.

People Skills

. High level of discretion, interpersonal tact and communication sensitivity to cross cultural and inter-denominational environments.

Cultural Sensitivity

. Appreciate and understand operations under diverse cultural backgrounds.

Specialist Skills

. Ability to translate English-Chinese-English for correspondence and reports on behalf of the Principal Office is desirable.

Technical Skills

. Proficiency in usage of AI tools to enhance administrative productivity.

Software Skills

. Proficiency in Microsoft 365 and Google Workspace is required.

Hardware Skills

. NA

Language Skills

. Excellent written and verbal communication skills in languages.