Administrative Executive

GUIDE DOGS SINGAPORE LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading non-profit organization supporting the visually impaired in Singapore is seeking an Administrative Executive. This role involves providing essential support to the General Manager in administrative, finance, and compliance matters. Key responsibilities include managing fundraising functions, overseeing inventory, and ensuring smooth daily operations. Join us for meaningful work in a dog-friendly and supportive environment.

Benefits

Meaningful work supporting persons with vision impairment

A dog-friendly work environment

Supportive and inclusive work culture

Opportunities for professional growth and learning

Responsibilities

• Assist the General Manager in administrative functions.
• Record and track expenses with supporting documents.
• Support fundraising functions, including maintaining donor records.
• Manage stock-taking and movement records for merchandise.
• Provide support to the General Manager and Board of Directors.

Job description

About Guide Dogs Singapore Ltd (GDS)

GDS is a leading non-profit social service agency that serves the blind and visually impaired community in Singapore. We are dedicated to enhancing their quality of life and integration into society. Beyond providing highly trained guide dogs, we offer a comprehensive range of rehabilitation services, including training on orientation and mobility skills, daily living skills, and the use of assistive technology.

GDS is an accredited full member of the International Guide Dog Federation.

Role Overview

The Administrative Executive provides essential support to the General Manager and management team in administrative, finance, compliance, and operational matters. This role is crucial in ensuring smooth daily operations and effective coordination across the organisation’s functions.

Key Responsibilities

1. General Administration & Compliance

• Assist the General Manager in administrative functions, including HR documentation, insurance, banking, grant applications, and compliance reporting.
• Support external and internal audits and maintain proper documentation for regulatory submissions.
• Act as the organisation’s Data Protection Officer (training will be provided).

2. Finance & Accounting Support

• Record and track expenses with supporting documents.
• Prepare payment vouchers for monthly review and signing by Directors.
• Ensure timely payments to suppliers, staff, and other parties.
• Liaise with the outsourced accounting firm for monthly closing, bank reconciliations, and year-end audit matters.

3. Fundraising & Donor Administration

• Support fundraising functions, including maintaining accurate donor and donation records.
• Generate and issue donation receipts and reports.

4. Inventory & Office Operations

• Manage stock-taking and movement records for merchandise and mobility aids.
• Oversee office supplies, vendor liaison, and general upkeep of the office environment.

5. Other Duties

• Provide administrative support to the General Manager and occasionally to the Board of Directors.
• Undertake any other reasonable ad hoc duties as assigned.

Why Join Us

• Meaningful work supporting persons with vision impairment.
• A dog-friendly work environment.
• Supportive and inclusive work culture.
• Opportunities for professional growth and learning.