Executive/Senior Executive (Corporate Administration)

Heartware; Singapore; On-site; SGD 50,000 - 78,000; Full time

Job summary

Heartware is seeking an Executive/Senior Executive for Corporate Administration in Singapore. The role covers HR administration, IT systems oversight, and process improvements to ensure smooth operations across payroll, onboarding, and compliance.

You will maintain policies, coordinate interviews, manage training records, and support fundraising and donor relations. Strong Excel and Microsoft Office skills, leadership experience, and the ability to work weekends are desirable.

Qualifications

• Experience in HR administration.
• Experience in managing IT systems preferred.
• Experience in process reviews preferred.
• Advanced Excel user.
• Basic knowledge of Microsoft Office Suite.
• Excellent verbal and written communications skills.
• Excellent organisation and time management skills.
• Excellent interpersonal and multi-disciplinary project skills.
• Excellent in organisational skills, detail orientated.
• Experience as a team leader or supervisor.
• Ability to work independently and as a member of a team.
• Able to work on weekends and public holidays.

Responsibilities

• Plan and conduct staff performance appraisal.
• Maintain and update Employee Handbook and related forms.
• Draft and update Job Descriptions, manage organisation’s job postings, review applications and resumes; and prepare for interviews.
• Coordinate the on-boarding and orientation of new employees.
• Track and update employees’ training records as per requirements.
• Plan and coordinate exit interviews and handover process.
• Maintain and update employees’ time-offs, statutory and non-statutory leaves and coordinate with accounts to ensure timely and accurate reimbursements.
• Plan and coordinate staff well-being activities and annual Workplans.
• Manage and update organisation’s software library.
• Manage security access of organisation’s shared folders and upkeep a log of such access for timely reviews.
• Manage and update organisation’s email accounts.
• Manage networks and servers.
• Liaise with IT vendors on the procurement of IT hardware and upgrades to IT systems.
• Liaison between Heartware Network and community partners in relation to matters on YouthBank.
• Manage and upkeep the YouthBank to ensure optimal performance in supporting the organisation’s volunteer management efforts.
• Draft and maintain documentations relating to the use and administration of Youthbank, including PDPA compliance documents.
• Support the Executive Director in managing our donors and the execution of fundraising events.

Skills

HR administration

Communication skills

Time management

Interpersonal skills

Team leadership

Independent work

Organization

Detail orientation

Project coordination

Multidisciplinary collaboration

Tools

Advanced Excel

Microsoft Office

IT systems management

Job description

Executive/Senior Executive (Corporate Administration)

JOB DESCRIPTION

• Plan and conduct staff performance appraisal.
• Maintain and update Employee Handbook and related forms.
• Draft and update Job Descriptions, manage organisation’s job postings, review applications and resumes; and prepare for interviews.
• Coordinate the on-boarding and orientation of new employees.
• Track and update employees’ training records as per requirements.
• Plan and coordinate exit interviews and handover process.
• Maintain and update employees’ time-offs, statutory and non-statutory leaves and coordinate with accounts to ensure timely and accurate reimbursements.
• Plan and coordinate staff well-being activities and annual Workplans.
• Manage and update organisation’s software library.
• Manage security access of organisation’s shared folders and upkeep a log of such access for timely reviews.
• Manage and update organisation’s email accounts.
• Manage networks and servers.
• Liaise with IT vendors on the procurement of IT hardware and upgrades to IT systems.
• Liaison between Heartware Network and community partners in relation to matters on YouthBank.
• Manage and upkeep the YouthBank to ensure optimal performance in supporting the organisation’s volunteer management efforts.
• Draft and maintain documentations relating to the use and administration of Youthbank, including PDPA compliance documents.
• Support the Executive Director in managing our donors and the execution of fundraising events.

PRE-REQUISITES

• Experience in HR administration
• Experience in managing IT systems preferred
• Experience in process reviews preferred
• Advance Excel user preferred
• Basic knowledge in Microsoft Suite applications
• Excellent verbal & written communications skills
• Excellent organisation & time management skills with ability to meet targets and deadlines
• Excellent interpersonal & multi-disciplinary project skills
• Excellent in organisational skills, detail orientated
• Experience as a team leader or supervisor
• Ability to work independently and as a member of a team
• Able to work on weekends and public holiday

HOW TO APPLY

Only short-listed candidates will be contacted for an interview.