Admin Executive

Limitless (Ltd); Singapore; Hybrid; SGD 60,000 - 80,000; Full time

Job summary

A charitable organization focused on youth mental health in Singapore is seeking an Administrative Executive. The role involves supporting governance and leadership while ensuring smooth day-to-day operations. Responsibilities include coordinating Board meetings, managing senior management schedules, and handling office administration. Ideal candidates possess strong organizational skills, have experience in administration, and are proficient in Microsoft Office and Google Workspace. This role offers an opportunity to make a significant impact in youth mental health within a collaborative and flexible environment.

Benefits

Flexible working arrangements

Collaborative team environment

Professional growth opportunities

Qualifications

• Minimum 2 years of relevant administrative experience.
• Experience in secretarial or Board support preferred.
• GCE ‘A’ Levels or Diploma in Business, Administration or a related field.

Responsibilities

• Coordinate schedules and logistics for Board and Committee meetings.
• Manage calendars and schedule meetings for senior management.
• Support daily office operations and administrative affairs.

Skills

Organisational skills

Attention to detail

Time management

Written communication

Verbal communication

Microsoft Office proficiency

Minute-taking

Education

GCE ‘A’ Levels or Diploma in Business

Tools

Microsoft Office

Google Workspace

Job description

Organisation: Limitless

Level: Junior (Individual Contributor)

Employment Type: Permanent Full-Time

Working Pattern: Hybrid - Office-based mostly with some flexible arrangements; occasional events support with time-off-in-lieu.

About Limitless

Limitless is a charity (IPC) that provides accessible mental health services, intervention, and outreach to youths in Singapore. We serve young people struggling with mental health challenges ranging from distress to complex mental illnesses and suicidal ideation, providing easy access to care.

Role Summary

As Administrative Executive, you will be the operational backbone of our growing organisation. This is a dynamic, hands‑on role perfect for someone detail‑oriented, tech‑savvy, and driven to make a real difference. You will support governance, senior leadership, and day‑to‑day operations—ensuring everything runs smoothly so we can focus on our mission.

What this role is:

• A unique opportunity to work closely with Board members and senior leadership.
• Exposure to governance, strategy, and high‑impact decision‑making.
• A chance to grow your skills across administration, operations, and stakeholder management.

What this role is not:

• Purely routine clerical work
• A remote‑only position

Reporting Structure

Reports to: Deputy Director

Collaboration

Close partnership with all departments, management, Board and Committee members.

Key Responsibilities

1. Secretariat Support for Board and Committees

• Coordinate scheduling and logistics for Board and Committee meetings (online and in‑person).
• Support Board‑level events including onboarding and AGM, preparing all necessary materials.
• Prepare, compile, and distribute agendas, meeting papers, and background documents.
• Attend meetings to take minutes, capturing key decisions, actions, and next steps.
• Circulate minutes for review, track follow‑up actions, and ensure timely completion.
• Keep up‑to‑date records of Board and Committee members (contact details, terms of service, committee assignments).

2. Administrative Support to Senior Management

• Manage calendars and schedule meetings efficiently.
• Prepare data, documents, correspondence, and presentations.
• Maintain confidential digital filing for administrative, operational, and governance records.
• Support administrative and logistical coordination for events.
• Assist in internal reviews and updates of governance policies, manuals, and procedures.
• Communicate and coordinate with internal and external stakeholders.

3. Office & Operations Administration

• Manage office supplies, equipment inventory, and procurement processes.
• Support daily office operations and administrative affairs.
• Coordinate maintenance and repairs of office equipment and facilities.
• Prepare purchase requests, track deliveries, and reconcile receipts.
• Ensure documentation is stored securely and in compliance with organisational policies.
• Other duties as assigned.

What We Are Looking For

Education & Experience:

• GCE ‘A’ Levels or Diploma in Business, Administration or related field.
• At least 2 years of relevant administrative experience.
• Secretarial or Board support experience is a strong advantage.

Core Competencies:

• Excellent organisational and documentation skills, with exceptional attention to detail.
• Strong time management—able to multi‑task and meet tight deadlines.
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• Skilled in minute‑taking and maintaining accurate records.
• Comfortable with spreadsheets and basic data tools.
• Able to handle sensitive matters with confidentiality and discretion.

Key Attributes

• Proactive and resourceful – you anticipate needs and follow through.
• Calm under pressure – you juggle multiple priorities with grace.
• Dynamic and adaptable – you respond quickly to changing circumstances.
• Tech‑comfortable – willing to learn new systems and tools.
• Team player – with strong interpersonal skills and a service‑oriented mindset.
• Meticulous and analytical – you get the details right.

Why Join Limitless?

• Make a tangible impact in an organisation transforming youth mental health.
• Gain unique exposure to governance and strategic leadership.
• Grow professionally across administration, operations, and stakeholder management.
• Work with purpose in a mission‑driven, collaborative team environment.
• Flexible working arrangements that support work‑life balance.