Admin Executive

PAP Community Foundation; Singapore; Presencial; SGD 40 000 - 58 000; Tempo integral

Resumo da oferta

PAP Community Foundation is seeking an Admin Executive in Singapore to provide comprehensive administrative and operational support, ensuring smooth functioning of the department. The role involves coordinating processes, maintaining records, preparing reports, and liaising with stakeholders.

The ideal candidate will manage tasks independently, meet deadlines, and contribute to process improvements within a dynamic team environment.

Qualificações

• Diploma or equivalent in Business Administration, Management or related discipline.
• Experience in administrative, operations or coordination role would be advantageous.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
• Good written and verbal communication skills.
• Strong organisational and coordination skills.
• Able to manage multiple tasks and deadlines.
• Detail-oriented with good follow-through.
• Able to work independently while collaborating effectively with colleagues and stakeholders.

Responsabilidades

• Coordinate and manage day-to-day administrative and operational activities of the department.
• Maintain accurate records, databases, trackers and documentation.
• Prepare correspondence, reports, presentation materials and other administrative documents.
• Process and monitor administrative requests, submissions and approvals.
• Ensure proper filing, documentation and record-keeping in accordance with established requirements.
• Coordinate meetings, appointments and administrative arrangements as required.
• Prepare meeting materials and supporting information.
• Record key discussion points and follow up on agreed action items where required.
• Maintain and update relevant administrative and operational data.
• Prepare regular reports, summaries and status updates for management review.
• Identify opportunities to simplify processes and improve administrative efficiency.
• Assist in implementing improvements, templates, trackers and standard operating procedures.

Conhecimentos

MS Office skills

Communication skills

Organizational skills

Multitasking

Attention to detail

Independent work

Stakeholder management

Formação académica

Diploma or equivalent in Business Administration or related

Ferramentas

Microsoft Word

Excel

PowerPoint

Outlook

Descrição da oferta de emprego

Job Purpose

The Admin Executive provides administrative and operational support to ensure the smooth and effective functioning of the department. The role is responsible for coordinating administrative processes, maintaining accurate records, preparing reports and documentation, and following up with internal and external stakeholders.

The incumbent is expected to manage assigned administrative activities independently, ensure timely completion of tasks, and escal

Key Responsibilities

1. Administrative & Operational Support

• Coordinate and manage day-to-day administrative and operational activities of the department.

• Maintain accurate records, databases, trackers and documentation.

• Prepare correspondence, reports, presentation materials and other administrative documents.

• Process and monitor administrative requests, submissions and approvals.

• Ensure proper filing, documentation and record-keeping in accordance with established requirements.

2. Coordination & Follow-up

• Coordinate with internal departments and external stakeholders on administrative and operational matters.

• Monitor deadlines, outstanding matters and required follow-up actions.

• Consolidate information and submissions from relevant parties.

• Follow through on assigned matters to ensure timely completion.

• Highlight delays, discrepancies or issues requiring further attention.

3. Meetings & Events Support

• Coordinate meetings, appointments and administrative arrangements as required.

• Prepare meeting materials and supporting information.

• Record key discussion points and follow up on agreed action items where required.

• Support the coordination of departmental activities, events and other operational requirements.

4. Reporting & Data Management

• Maintain and update relevant administrative and operational data.

• Prepare regular reports, summaries and status updates for management review.

• Perform basic data checking and identify incomplete or inconsistent information.

• Support the preparation and consolidation of information for management reporting.

5. Process Improvement

• Support reviews of administrative procedures and workflows.

• Identify opportunities to simplify processes and improve administrative efficiency.

• Assist in implementing improvements, templates, trackers and standard operating procedures.

6. General

• Handle enquiries and provide appropriate administrative support to stakeholders.

• Maintain confidentiality when handling sensitive or restricted information.

• Undertake other administrative or operational duties assigned by the supervisor.

Job Requirements and Qualifications:

• Qualification: Diploma or equivalent qualification in Business Administration, Management or a related discipline.

• Experience: Relevant experience in an administrative, operations or coordination role would be advantageous.

• Other Knowledge / Skills / Attributes:

  • Proficient in Microsoft Office applications, partkicularly Word, Excel, PowerPoint and Outlook.

  • Good written and verbal communication skills.

  • Strong organisational and coordination skills.

  • Able to manage multiple tasks and deadlines.

  • Detail-oriented with good follow-through.

  • Able to work independently while collaborating effectively with colleagues and stakeholders.

  • Key Competencies

    • Planning and organisation

    • Administrative coordination

    • Attention to detail

    • Communication and stakeholder management

    • Problem-solving

    • Accountability and follow-through

    • Teamwork and collaboration

    • Continuous improvement

We regret that only shortlisted candidates will be notified.

Note:In compliance with Personal Data Protection guidelines, we do not require an indication of your NRIC or Foreign Identification numbers in your CV/Job Application Form. Your CV and/or Job Application will be retained for 1 year, and we will respectfully destroy these documents thereafter (in the event your job application is unsuccessful).