Job Context
To provide effective and proactive administrative and operational support to the SE Asia team based in Singapore and executive assistance support to the Managing Director, SE Asia and Associate Director, SE Asia.
The role will be based in Singapore. This role will work internationally with our team and project partners.
Location: Singapore - hybrid working from our Singapore office. Candidates must have the right to work in Singapore (Singaporeans/Singapore PR).
Please note that the office does not currently offer disability access options. Forum will make reasonable accommodations to support essential functions of the job, such as allowing flexible work arrangements and relocating meeting venues. At your own discretion, applicants may choose to enquire about these reasonable accommodations.
We welcome applicants from all industries to submit your interest if you are keen on exploring opportunities in the sustainability sector
Application Process
For your application to be considered, please access: https://app.beapplied.com/apply/opzfa8t58q.
You should also send a Cover Letter to [email protected] which outlines:
- Why you want to work with Forum, and why you feel you are the right candidate for this role
- Your key strengths and the areas in which you will be able to best contribute to helping Forum thrive;
- The areas of growth that you think Forum can contribute towards. This could range from skillsets to knowledge and learning interests.
Key Responsibilities
Team coordination and office management
- Ensure the SE Asia team has access to an office workspace, facilities and equipment that is conducive to healthy and productive work for everyone, and at a minimum is appropriate and compliant with local health and safety requirements.
- Support on office planning. This includes current and future use of office space, and office working culture.
- Manage relationships with key operational vendors and service providers, working with the International Enable team where appropriate. The Enable team oversees the Finance, HR, Governance and IT systems and processes for the entire Forum organisation.
- Coordinate team meetings and key calendar events, including planning, scheduling and active participation.
Governance administration
- Support the Associate Director with executing activities that ensure that the SE Asia office is compliant with Forum’s policies and the relevant regulations, legal obligations and statutory filings associated with its presence and operations in Singapore.
- Support with the organisation of board meetings, circulation of papers, minute-taking, and attendance.
Operations coordination
Ensure the SE Asia team is implementing organisational-wide processes and systems effectively and the team is well equipped to use and be supported by the systems to enable the office to run smoothly. This includes:
- Supporting knowledge management and learning processes
- Leading on the usage and socialisation of Forum’s IT systems in the SE Asia office
- Ensuring that information and financial management systems are kept up-to-date e.g. Salesforce and PSA
- Providing administrative support for internal finance processes such as invoicing and audits
- Well-organised resource management, including information flows, paperwork and archival
- Supporting SE Asia team members with project related administration and logistics, including flight bookings, hotel accommodations and overseas venues of project related events.
- Support with HR processes for the SE Asia office such as recruitment administration, new starter onboarding, ensuring adherence to and compliance with Forum HR policy and process updates as well as local requirements.
Executive Assistance to the Managing Director and Associate Director, SE Asia
- Provide executive support for the Managing Director and Associate Director, SE Asia in aspects such as diary management, travel and finance administration, such as expense claims and submitting timesheets.
Communications and outreach support
- Basic design support for SE Asia team documents such as namecard design and printing, formatting of Word and other template documents
- Proof-reading support for SE Asia documents such as project reports. This is an optional requirement as and where required by the Communications & Marketing Manager
- Support the Communications & Marketing Manager in monitoring the media inbox, and filing media clippings featuring Forum SE Asia.
- Support the planning and implementation of events in Singapore, including venue and supplier procurement and coordination.
- Supporting the
Please note that this list is indicative of the key responsibilities of this role but is not exhaustive. This job description does not form part of the contract of employment.
Accountable for
- Administrative and operational support to the SE Asia team, ensuring that key processes are running smoothly and kept up to date and team members feel adequately supported in delivering impact
- Supporting the accurate and timely submission of documents related to SE Asia’s statutory filings and governance obligations
- Forum’s key systems and processes are observed (through timely and accurate contact updates, timesheets, expenses, contracts and invoices)
- Logistics coordination to ensure activities and events run smoothly and successfully
- Communications support to ensure that media engagement activities are diligently recorded and archived
- Consistent approaches for working, communication and project support are in place.
- Executive support to the Managing Director and Associate Director in ways that enable both role-holders to undertake their responsibilities effectively for the benefit of the team and the wider organisation.
Capabilities
(E = Essential; D = Desirable)
- Excellent organisational skills and successful experience of prioritising a large and diverse range of tasks and managing complex flows of information (E)
- High standard of written and verbal communication with staff and external contacts at all levels (E)
- High level of attention to detail (E)
- Excellent working knowledge of MS office, Google Suite, video conferencing platforms (e.g. Zoom, Teams), design software (e.g. Photoshop) and relevant knowledge management databases (e.g. Dropbox) (E)
- Able to work with and have experience managing financial data (D)
- Experience of team coordination (D)
- Experience with CRM software (e.g. Salesforce) (D)
- Experience with editorial and proof-reading support (D)
Personal qualities
- Able to work independently, taking responsibility for completing tasks, managing time appropriately for competing demands.
- Comfortable working with IT systems, processes, procedures and protocols.
- Working flexibly in a hybrid/async way across country time zones
- Willing to learn and take on responsibilities outside direct brief in particular where other organisational priorities take precedence
- Understanding of and commitment to maintaining confidentiality, tact and diplomacy
- Motivated and proactive attitude
- A commitment to the Forum for the Future culture, values and a just and regenerative future
- Strong written, verbal and visual communication; able to build, manage and influence relationships with people at all levels both within the organisation and with external stakeholders
- Personal resilience and adaptability in the face of uncertainty and complexity
- Self-reflective, with a commitment to continual learning and development
- A team player – able to work effectively across a matrixed structure and across geographies
- Fluent and clear written and spoken English
