Administrative Assistant

CARITAS SINGAPORE COMMUNITY COUNCIL LIMITED; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

Caritas Singapore Community Council Limited invites you to join Caritas Agape Village in Toa Payoh as an Administrative Assistant. You will help ensure smooth administrative operations and support meetings, facilities, events, and daily workflows.

The role requires strong MS Office skills, meticulous minute-taking, and excellent written and verbal communication with stakeholders at all levels. A minimum of five years in administration and a GCE A level or equivalent are preferred.

Qualifications

• GCE A level or its equivalent.
• Minimum of 5 years of experience in an administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to interact effectively with stakeholders at all levels.
• Ability to take detailed and accurate minutes of meetings.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Prior experience in an administrative role is preferred.

Responsibilities

• Take accurate minutes during board and committee meetings.
• Manage RSVPs for meetings and events.
• Handle facilities booking and respond to inquiries.
• Coordinate with internal and external stakeholders to ensure seamless use of facilities.
• Plan, coordinate, and execute events from concept to completion, including logistics, budgets, timelines, and vendor negotiations.
• Oversee event communication, promotion, and staff management, including post-event evaluation.
• Provide overall administrative support including attending to walk-in inquiries.
• Compile and consolidate monthly data for management reporting.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Stakeholder engagement

Minute taking

MS Office proficiency

Education

GCE A level or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Caritas Singapore is all about people. Through ourprogrammes, weseekto serve the community and welcome you to join us on this journey.

Caritas is the official social and community arm of the Catholic Church in Singapore and the umbrella body for 24 Catholic charities andorganisationswhose works have touched the lives of many, regardless of race or religion.We are also a member of Caritas Internationalis, a global confederation of over 160 humanitarianorganisations.

The name Caritas means charity in Latin and reminds us to live out our faith through social works.

Administrative Assistant

We are looking for a passionate, highlyorganizedandmotivatedAdministrative Assistantto join usatCaritas Agape Village in Toa Payoh.

Youwill play a vital role in ensuring the smoothadministrativeoperation of our organization. Your key responsibilities will include:

Meeting Support

• Takingaccurateminutes during board and committee meetings.

• Managing RSVPs for meetings and events.

FacilitiesBookingManagement

• Handling facilities booking and responding to inquiries.

• Coordinating with internal and external stakeholders to ensure seamless use of our facilities.

Event Management

• Plan, coordinate, and execute events from concept to completion, ensuring seamless deliveryincludinglogistics, budgets, timelines, and vendor negotiations, ensuring all details are meticulously handled.

• Oversee eventcommunication,promotion, and staff management, ensuring successful execution and post-event evaluation.

Administrative Support

• Providing overall administrative support including attending to walk-in inquiries

• Assistingwith various administrative tasks as needed to support theorganizationinitiatives,projectsand events.

• Compile andconsolidatemonthly data for management reporting.
  

Requirements

• GCE A levelor its equivalent

• Minimum of 5 years of experience in an administrative role

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Ability to interact effectively with stakeholders at all levels, whether senior executives or working-level staff

• Ability to take detailed andaccurateminutes of meetings.

• Proficiencyin Microsoft Office Suite (Word, Excel, PowerPoint).

• Prior experience in an administrative role is preferred.