Executive Assistant

The Salvation Army; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A charitable organization in Singapore is looking for an Executive Support professional to provide comprehensive administrative support to the Chief Secretary. The role involves managing communications, drafting official documents, and coordinating events. Ideal candidates will possess a Diploma in Business Administration, strong organisational and multitasking abilities, and be proficient in Microsoft Office applications. The position offers a structured work week with a total of 44 hours, operating from 8:30am to 5pm, Monday to Friday.

Qualifications

• Strong organisational and multitasking abilities.
• Meticulous and detail-oriented with high accuracy standards.
• Excellent written and verbal communication skills.
• Demonstrates discretion and sound judgement.
• Excellent interpersonal skills to interact with senior leaders.

Responsibilities

• Provide comprehensive administrative support to the Chief Secretary.
• Manage incoming calls with professionalism.
• Draft and format correspondence for the Chief Secretary.
• Coordinate communications with international leaders.
• Maintain organised filing for confidential documents.
• Prepare the Territorial Calendar and quarterly reports.
• Assist in organising events and official functions.

Skills

Project Administration

Administration

Secretarial

Education

Diploma in Business Administration or related

Tools

Microsoft Office (Excel, Word, PowerPoint, Outlook)

Job description

About Us

The Salvation Army has been touching lives in Singapore since 1935 and we remain committed in serving the underprivileged in the community without discrimination. To us, every life is precious and we actively help those in need regardless of age, race or religion.

Throughout the years, we have established a comprehensive network of social services to meet a wide range of needs in our community. Our diverse programmes reach out to children who need care and protection, families in material need, ailing aged requiring quality nursing care and other needy segments in our society.

Our spiritual ministry also reaches out to the people in the community to provide counsel to those in need. We are there to help guide those in need towards finding their identity and purpose in life.

Job Description

Executive Support Responsibilities

• Provide comprehensive administrative and executive support to the Chief Secretary, ensuring the smooth operation of the office.
• Manage all incoming calls to the Chief Secretary's office with professionalism, discretion, and sound judgement.
• Draft, prepare, and format correspondence, reports, and official documents for the Chief Secretary's review and signature, ensuring accuracy, clarity, and alignment with organisational standards.
• Assist the Chief Secretary in managing emails, tracking follow‑ups, coordinating responses, and ensuring timely completion of action items.
• Coordinate communications with International Headquarters (IHQ) and other Territorial/Regional Leaders and Directors on behalf of the Chief Secretary, ensuring clarity, diplomacy, and appropriate protocol.
• Maintain an organised and up‑to‑date filing and archival system for confidential and sensitive documents.
• Prepare and update the Territorial Calendar, ensuring alignment across departments and timely dissemination to relevant stakeholders.
• Collate and archive Territorial quarterly reports to support institutional memory and audit readiness.
• Prepare and consolidate reports for IHQ International Audit Review or Territorial Review, ensuring completeness and accuracy.
• Plan, prepare, and coordinate the annual Territorial Consultation programme, working with multiple stakeholders to ensure seamless logistics and execution.
• Assist in organising events, meetings, briefings, and official functions as required.
• Undertake special projects, tasks, and duties assigned by the Chief Secretary with a high level of professionalism, confidentiality, and accountability.

Qualifications

• Minimum Diploma in Business Administration, Event Management, or a related discipline.
• Strong organisational, coordination, and multitasking abilities with the capacity to manage multiple priorities simultaneously.
• Meticulous, detail‑oriented, and committed to maintaining high standards of accuracy.
• Excellent time‑management skills and ability to meet tight deadlines.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Able to work both independently and collaboratively as part of a team.
• Strong written and verbal communication skills, with the ability to draft high‑quality correspondence.
• Excellent interpersonal skills, with the ability to interact professionally with senior leaders and external stakeholders.
• Demonstrates discretion, confidentiality, and sound judgement in handling sensitive information.

Skills

• Project Administration
• Administration
• Secretarial

Work Location

The Salvation Army Territorial Headquarters

20 Bishan Street 22, Singapore 579768

Work Hours

The total work hours is 44 hours per week.

Under normal circumstances the hours of duty will be as follows:

8:30am to 5pm - Monday to Friday (1 hour lunch break)

It will be at the discretion of your Centre/Department in charge or his/her assigned representatives to determine whether you will be required to work any of the unused hours according to the operational needs of the Centre/Department and within the legitimacy of the employment laws where applicable.