Executive

Leukemia and Lymphoma Foundation; Singapore; On-site; SGD 55,000 - 90,000; Part time

Job summary

Leukemia & Lymphoma Foundation (LLF) in Singapore is seeking an Executive, CEO Office & Administration to provide comprehensive secretarial and operational support to the CEO. The role emphasizes confidentiality, calendar management, meeting coordination with external stakeholders, and cross-functional administrative tasks across finance, HR and governance.

The successful candidate will be highly organized, able to manage multiple priorities, and comfortable interfacing with senior stakeholders.

Qualifications

• Diploma or degree in business administration, management, secretarial studies or related field.
• 3–5 years of relevant experience in executive support, office administration or corporate administration.
• Experience supporting senior management or a CEO is advantageous.
• Non-profit/healthcare or professional services environment experience is a plus but not essential.

Responsibilities

• Provide day-to-day administrative and secretarial support to the CEO and manage the CEO's calendar.
• Coordinate meetings with Board members, healthcare partners, donors and external stakeholders.
• Prepare meeting materials, minutes, correspondence and presentations as required.
• Oversee day-to-day LLF office administration, supplies, facilities and vendor coordination.
• Maintain filing, documentation, governance records and ensure confidentiality of sensitive information.
• Support HR administration, onboarding/offboarding coordination and recruitment logistics.
• Assist with procurement, invoices, month-end documentation and general project support.

Skills

Highly organized

Excellent written & verbal

Time management & multitasking

Discretion with confidential info

Stakeholder communication

Education

Diploma or Degree in Business Admin/Management/Secretarial Studies

Tools

Microsoft Office

Job description

Executive, CEO Office & Administration

Reporting to: Chief Executive Officer (CEO)

Organisation: Leukemia & Lymphoma Foundation (LLF)

Employment Type: Contract (2 years)

Role Purpose

The Executive, CEO Office & Administration provides administrative and coordination support to the CEO while ensuring the smooth day-to-day running of the Foundation's office.

The role requires a highly organised and dependable individual who is comfortable managing confidential information, coordinating multiple administrative matters, following through on tasks, and working with staff and external stakeholders.

Key Responsibilities

1. 
   CEO & Executive Support
   
   
   
   • Provide day-to-day administrative and secretarial support to the CEO.
   
   
   • Manage the CEO's calendar, appointments, meetings and scheduling arrangements.
   
   
   • Coordinate meetings with Board members, healthcare partners, donors, vendors and other external stakeholders.
   
   
   • Prepare meeting materials, correspondence, presentations and other documents as required.
   
   
   • Assist with meeting arrangements, including venue, attendance, logistics and circulation of materials.
   
   
   • Take and prepare minutes or notes of meetings where required.
   
   
   • Track action items and follow up with relevant staff or external parties on behalf of the CEO.
   
   
   • Maintain appropriate confidentiality over management, staff, patient and organisational matters.
   
   
   
   


2. 
   Office Administration
   
   
   
   • Oversee the day-to-day administrative requirements of the LLF office.
   
   
   • Manage office supplies, stationery, equipment and general office facilities.
   
   
   • Coordinate with building management, contractors, IT support and other service providers.
   
   
   • Maintain proper filing and documentation of administrative records, contracts, correspondence and other organisational documents.
   
   
   • Ensure documents are properly organised and archived in the shared drive according to established filing practices.
   
   
   • Maintain administrative registers, contact lists and other records as required.
   
   
   • Coordinate incoming and outgoing mail, courier services and general correspondence.
   
   
   • Assist with procurement, quotations, purchase documentation and vendor coordination in accordance with LLF's procedures.
   
   
   
   


3. 
   Board & Governance Administration
   
   
   
   • Provide administrative support for Governing Committee and other organisational meetings.
   
   
   • Coordinate meeting dates, attendance and circulation of meeting papers.
   
   
   • Assist with maintaining Board and governance records, including minutes, resolutions and declarations.
   
   
   • Support administrative submissions and documentation required by regulatory bodies and relevant agencies.
   
   
   • Maintain proper records to support audit and governance requirements.
   
   
   
   


4. 
   Finance & General Administrative Support
   
   
   
   • Assist the Finance Manager with administrative documentation relating to invoices, payments, reimbursements and supporting records.
   
   
   • Coordinate submission and filing of invoices, receipts and supporting documents.
   
   
   • Assist with basic monthly administrative documentation required for month-end closing.
   
   
   • Liaise with vendors on invoices and administrative matters where required.
   
   
   • Ensure financial and administrative documents are properly filed and readily available for audit purposes.
   
   
   
   


5. 
   HR Administration
   
   
   
   • Maintain staff administrative records, leave documentation and other HR records.
   
   
   • Coordinate onboarding and offboarding administrative arrangements.
   
   
   • Assist with recruitment administration, including interview scheduling and preparation of documents.
   
   
   • Coordinate staff training registrations and administrative arrangements.
   
   
   • Maintain confidentiality of personnel information.
   
   
   
   


6. 
   General Support
   
   
   
   • Provide administrative and logistical support for LLF programmes, events and activities when required.
   
   
   • Support organisational projects and initiatives coordinated through the CEO's Office.
   
   
   • Work collaboratively with colleagues to ensure administrative processes are properly documented and consistently followed.
   
   
   • Perform other reasonable duties assigned by the CEO in support of the Foundation's operations.
   
   
   
   

Requirements

Education

• Diploma or Degree in Business Administration, Management, Secretarial Studies or a related discipline.

Experience

• Preferably 3-5 years of relevant experience in executive support, office administration, corporate administration or a similar role.


• Experience supporting senior management or a CEO would be advantageous.


• Experience in a charity, non-profit organisation, healthcare organisation or professional services environment would be an advantage but is not essential.

Skills & Attributes

• The successful candidate should:


• Be highly organised with strong attention to detail.


• Have good written and verbal communication skills.


• Be able to manage multiple priorities and follow through on assignments.


• Exercise discretion when handling confidential and sensitive information.


• Be comfortable communicating with senior stakeholders and external parties.


• Have good working knowledge of Microsoft Of