Administrative Executive

LIMITLESS (LTD.); Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A growing charity organization in Singapore is seeking an Administrative Executive to support the administrative team. Responsibilities include managing Board meetings, assisting the Senior Management Team, and handling office administration tasks. Candidates should possess at least 2 years of relevant experience and excellent communication skills. Proficiency in Microsoft Office is required. This role offers the opportunity to contribute to meaningful mental health initiatives.

Qualifications

• At least 2 years’ relevant experience in administrative roles.
• Excellent time management skills and ability to meet tight deadlines.
• Dynamic, quick thinking, adaptable to change.

Responsibilities

• Coordinate scheduling and logistics for Board and Committee meetings.
• Manage calendars and schedule meetings for the Senior Management Team.
• Manage inventory of office supplies and equipment.

Skills

Time management

Written communication

Verbal communication

Interpersonal skills

Adaptability

Education

GCE ‘A’ Levels or Diploma

Tools

Microsoft Office

Job description

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

Secretariat Support for Board and Committees

• 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

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

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