Administrative Executive

Limitless; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A charity organization in Singapore is seeking an Administrative Executive to coordinate Board meetings, provide administrative support to senior management, and oversee office administration tasks. The ideal candidate should have at least 2 years of relevant experience, excellent communication skills, and proficiency in Microsoft Office. This role offers an opportunity to grow within the organization while supporting its mission to provide mental health services to youths.

Qualifications

• Minimum 2 years of relevant experience, preferably in Business Administration.
• Proficiency in managing multiple tasks and meeting deadlines.
• Ability to handle sensitive matters confidentially.

Responsibilities

• Coordinate scheduling and logistics for all Board and Committee meetings.
• Prepare and distribute meeting agendas and papers.
• Manage inventory of office supplies and support office operations.

Skills

Time management

Written communication

Verbal communication

Adaptability

Interpersonal skills

Education

GCE ‘A’ Levels or Diploma

Tools

Microsoft Office

Job description

Overview

Limitless is growing our administrative team to support our growing organisation, and are looking for an Administrative Executive to join and grow with us.

About the Charity

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

Job Responsibilities

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

• 2. Administrative Support to Senior Management Team

• Manage calendars, and schedule meetings.
• Prepare data and documents, drafting correspondence, and preparing presentations.
• Digital filing of confidential documents for administrative, operational, and governance records.
• Support administrative and logistical tasks for events held.
• Support internal reviews and updates of governance policies, manuals, and procedures.
• Communicate and co-ordinate with internal and external stakeholders of the Agency.

• 3. Office Administration

• Manage inventory of office supplies and equipment, placing orders as needed.
• Support office operations and coordination of administrative affairs.
• Coordinate the maintenance and repairs of office equipment and facilities.
• Other ad-hoc duties as assigned.

Job Requirements

• GCE ‘A’ Levels or Diploma in any discipline with at least 2 years’ relevant experience, Business Administration is preferred.
• Excellent time management skills and able to manage multi-task and meet tight deadlines.
• Excellent written and verbal communication skills.
• Dynamic, quick thinking, adaptable and responsive to change.
• A team player, analytical, meticulous, resourceful, with good interpersonal skills and strong verbal and written communication.
• Able to handle sensitive matters with a high level of confidentiality.
• Proficiency in Microsoft Office (Word, Excel, Powerpoint).
• Organizational and minutes taking skills.
• Secretarial experience will be advantageous.