Senior Executive (Admin & Operations Support)

MINDEF; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

MINDEF seeks an experienced administrator to support the RSN's Head Naval Operations. You will manage registry, procurement, asset and financial workflows, and provide executive secretarial support to senior leaders.

The role spans documentation, recruitment support for DXO, staff ranking and performance, and NSmen ICT onboarding/offboarding. You will also automate routine admin tasks with basic AI tools, coordinate departmental events including promotion ceremonies and SAF Day re-dedication,

Qualifications

• Education in Business Administration or HR preferred.
• At least 5 years of relevant general administration experience.
• Secretarial duties and financial administration experience advantageous.
• Proficiency in Microsoft Excel and enterprise systems.

Responsibilities

• Provide administrative and executive secretarial support to senior leadership.
• Oversee registry documentation, procurement, asset management, and financial workflows.
• Manage onboarding/offboarding, DXO recruitment support, and ICT for NSmen.
• Automate routine admin tasks using basic AI tools.
• Plan and coordinate departmental events including promotions and SAF Day ceremony.

Skills

Strong communication

Interpersonal skills

Stakeholder engagement

Education

Business Administration OR HR degree

Tools

Microsoft Excel

Enterprise systems

Job description

What the role is:

You report directly to the Head Naval Operations and provide comprehensive administrative and operational support to ensure seamless departmental administration within the Republic of Singapore Navy (RSN). You oversee registry documentation, procurement, asset management, personnel administration and financial workflows, while delivering executive secretarial support to senior leadership.

What you will be working on:

- Maintain the systematic management of all incoming and outgoing departmental documentation through the registry- Oversee the procurement of office supplies and conduct stock takes of accountable items for the leadership team and the registry- Manage administrative processes including the maintenance of records, Defence Executive Officer (DXO) recruitment support, ranking and performance management of staff, onboarding and offboarding procedures and support for NSmen in-camp training (ICT)- Govern financial workflows as the Alternate Finance Officer, functioning as Requestor, Unit Resource Officer (URO), and Acceptance Officer (AcO) to ensure total adherence to established finance policies- Automate general administration functions using basic AI tools to automate general administration function, such as generating write-ups or tracking case statuses- Plan and coordinate departmental events, including the issuance of promotion certificates and the Singapore Armed Forces (SAF) Day re-dedication ceremonyChallenge(s)- Managing a diverse and demanding workload across multiple concurrent responsibilities spanning disparate functional areas- Rapidly acquiring and applying a wide spectrum of technical knowledge and administrative skills to meet the demands of the role

What we are looking for:

- Education in Business Administration, Human Resource or a related field is preferred- At least 5 years of relevant experience in general administration- Prior experience in secretarial duties and financial administration is advantageous- Proficiency in Microsoft Excel for data compilation and demonstrated experience in utilising enterprise systems for document filing, manpower, finance or logistics management- Strong communication and interpersonal skills- Ability to engage professionally with a diverse range of stakeholdersOnly shortlisted candidates will be notified.

About MINDEF

The mission of MINDEF and the Singapore Armed Forces is to enhance Singapore's peace and security through deterrence and diplomacy, and should these fail, to secure a swift and decisive victory over the aggressor. The Defence Executive Officer (DXO) scheme is the non-uniformed career scheme of MINDEF that offers myriad opportunities in various job functions, such as corporate communications, cyber security, data analytics and visualisation, defence policy, finance, HR, psychology, and more. Embodying the same level of commitment towards defence, DXOs work together with their military counterparts to contribute to MINDEF/SAF’s mission and ensure Singapore's security and stability. United by this common cause, our lines of defence complement each other to secure the prosperity and progress of our nation.