Admin Executive

Singapore Aquatics; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

Singapore Aquatics (SAQ) is the governing body for aquatic sports in Singapore, responsible for development and education of participants and for conducting competitions and programmes.

The role reports to the Assistant Director (Administration) and involves facilities administration, travel coordination, and supporting SAQ's calendar and events with internal and external stakeholders.

Qualifications

• Strong communication and interpersonal skills required.
• Analytical and detail-oriented with good time management.
• Experience coordinating with multiple stakeholders.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Available to start on short notice preferred.

Responsibilities

• Facilities Administration: process bookings for SAQ facilities and events.
• Travel Administration: coordinate travel, accommodation, and insurance for national team travels.
• Swim Community Membership Platform: manage the membership system for SAQ.
• Assist with office administration and liaise with landlords on facilities.
• Take minutes during meetings and manage enquiries to SAQ.

Skills

Communication

Time management

Attention to detail

Stakeholder management

Team communication

Problem solving

Data entry

Education

Diploma/Advanced/Higher/Graduate Diploma in Business Administration or related field

Tools

Microsoft Office

Job description

Singapore Aquatics (SAQ) is the governing body for the aquatic sports of swimming, water polo, diving and artistic swimming in Singapore as a member of World Aquatics (AQUA). SAQ is charged with the development and education of aquatic players, officials, coaches and volunteers throughout Singapore and with the conduct of competitions and programmes for all levels of participation.

PRIMARY JOB PURPOSE

Report to the Assistant Director (Administration) of SAQ. As part of the SAQ team, you will be working closely with internal and external stakeholders on all facilities related matters and administrative duties regarding travel and accommodation in support of SAQ's national teams, events and programmes.

JOB RESPONSIBILITIES

Facilities Administration

• Process booking of OCBC Aquatic Centre facilities for high-performance training of national and development squads.
• Process booking of Sport SG facilities for high-performance training of national and development squads.
• Process booking of facilities for SAQ's events and programmes.
• Process facility bookings for high-performance training of national and development squads at OCBC Aquatic Centre and Sport SG venues, as well as for SAQ's events and programmes.

Swim Community Membership Platform

• Manage the Swim Community Membership platform for SAQ.

Travel Administration

• Working with the respective sports, coordinate and manage all travel, accommodation, and insurance requirements for national team travel overseas for competitions and training.
• Be the main point of contact on all travel matters with the travel agent/service provider.
• Be the main point of contact for all travel insurance-related matters.
• Ensure all travel, accommodation, and insurance bookings are in line with SAQ's processes and policies.

Others

• Keep abreast of all activities in the SAQ calendar.
• Assist in office administration duties, including liaising with landlord on matters relating to furniture and equipment.
• Support the Assistant Director, administration on other ad-hoc duties when assigned.
• Be the point of contact to manage all enquiries to SAQ.
• Take minutes during meetings.

REQUIREMENTS/SKILLS

• At least 1 year of relevant working experience.
• Possess at least a Diploma/Advanced/Higher/Graduate Diploma, preferably in Business Administration, Physical Education, Sports Management, or any sports-related fields.
• Other relevant qualifications preferred.
• Has a good understanding of data entry and administrative work.
• Meticulously detailed with strong time management, scheduling, and planning skills.
• Good communication (written and verbal) and interpersonal skills.
• A strong and effective team communicator with good problem-solving skills.
• Able to establish and maintain good relationships with multiple stakeholders.
• Advanced knowledge in Microsoft Office (Excel, Word, PowerPoint).
• Available to start on short notice preferred.