Secretariat cum Admin Executive

Equestrian Federation of Singapore (E.F.S); Singapore; On-site; SGD 60,000 - 80,000; Part time

Job summary

A national sports federation in Singapore is looking for a Temporary Secretariat-cum-Admin Assistant. This role provides essential administrative and logistical support for daily operations, assisting with documentation, communication with agencies, and general office tasks. Candidates should have a diploma or equivalent, proficiency in MS Office, and prior administrative experience. The ideal candidate displays strong communication skills, attention to detail, and the ability to work independently. This temporary position is critical for maintaining efficient office functions during peak times.

Qualifications

• Diploma or equivalent; additional training in office administration is an advantage.
• Prior experience in administrative or secretarial work preferred.

Responsibilities

• Provide administrative, secretarial, and logistical support.
• Draft and prepare letters, memos, and other documents.
• Schedule meetings and coordinate communication.

Skills

MS Office proficiency

Strong communication skills

Organizational skills

Multitasking abilities

Attention to detail

Reliability

Education

Diploma or equivalent

Job description

Position Title: Temporary Secretariat-cum-Admin Assistant

Employment Type: Temporary / Contract
Department: Administration / Secretariat
Reports To: Executive Director / HR Manager & High Performance Manager

Position Overview

The Temporary Secretariat-cum-Administrative Assistant provides administrative, secretarial, and logistical support to ensure smooth day-to-day operations. The role involves assisting with documentation, communication with Government Agencies and general office coordination. This temporary position supports ongoing projects, events, and routine tasks during peak periods or staff shortages.

Key Responsibilities

Secretariat Support

• Draft, prepare, and format letters, memos, minutes, and other official documents.
• Manage incoming/outgoing correspondence, emails, and phone calls.
• Schedule and coordinate meetings, appointments, and conference calls.
• Take minutes during meetings and follow up on assigned action items.
• Maintain confidential records and handle sensitive information appropriately.

Administrative & Office Support

• Assist the High Performance Manager HR Manager.
• Communicate with SportSG and travel agency,
• Assist in maintaining organized filing systems (physical and electronic).
• Support daily office operations, including procurement of supplies and inventory monitoring.

General Duties

• Follow organizational policies, procedures, and confidentiality rules.
• Perform any other administrative or support tasks as assigned by supervisors.
• Provide additional backup support to other team members during peak workloads.

Required Qualifications & Skills

Education

• Diploma or equivalent; additional training in office administration is an advantage.

Experience

• Prior experience in administrative or secretarial work preferred.
• Experience in a corporate, government, NGO, or educational environment is an advantage.

Skills & Competencies

• Proficient in MS Office (Word, Excel, PowerPoint) and basic office software.
• Strong verbal and written communication skills.
• Good organizational, multitasking, and time-management abilities.
• Detail-oriented with the ability to maintain accuracy in documentation.
• Professional, reliable, and able to work independently with minimal supervision.

Personal Attributes

• High level of discretion and confidentiality.
• Positive attitude with strong teamwork skills.
• Flexible, adaptable, and able to handle short-term assignments effectively.