Job Summary
- The Executive – Administration provides clerical support to our managers and employees and coordinates all daily administrative activities.
- He/she is responsible for the general administrative and secretariat support function for the Corporate Services department.
- He/she administers and carries out the day-to-day general administrative duties to ensure that the Department targets are met within the stipulated time frame.
- He/she continuously reviews and enhances the administration of Standard Operating Procedures to provide effective and efficient service delivery.
Administration
- Management of Society matters such as
- Maintaining the database of membership details, updating of registries (ROS, Charity Portal), communicating with members on Society matters and coordinating with members to ensure most updated membership information.
- Coordinate and administer activities related to CAS’s Executive Committee and the associated sub-committees which may include but not limited to:
- coordinating of meetings (including time, date, location, and inviting attendees),
- preparing and distributing meeting agendas and documents ahead of meetings,
- communicating with members regarding the Executive Committee/Sub-committee work
Management of the General Office:
- Ensuring that the office is well equipped with the necessary stationeries, supplies, and equipment so that office procedures run smoothly.
Administrative and secretariat support for the following functions in Corporate Services:
Finance
- Support the raising of item requisition forms and payment vouchers to facilitate payment process on a timely manner.
Fund Raising
- Ensure proper records and documentation of all CAS donations (cash and donation-in-kind).
- Timely data entry of donation into Donation Management System (DMS).
- Liaising with DMS’s vendor to troubleshoot technical errors in the system.
IT
- Perform regular housekeeping to respective Services and HQ’s database systems, archiving inactive records, ensuring updated documents/photos of services and service users, reviewing records for accuracy.
- Propose and implement database security best practices in CAS, to ensure that CAS’s database is secure and confidential.
- Liaise with vendor for IT support, procurement of IT equipment and the renewal of IT services.
- Updating of IT manuals and Standard Operating Procedures.
Project Management
- To lead, plan and execute Society’s events such as the Annual General Meetings.
- On behalf of CAS, to lead, source for and monitor the implementation of digital solutions and relevant grants (such as the Charities Capability Fund) that will enhance CAS’s productivity and operational efficiency.
Other Duties
- Undertake any other duties as assigned by the Manager, Finance and IT Admin and/or Executive Director.
Requirements:
- Diploma/Advanced/Higher/Graduate Diploma, bachelor’s degree/Post Graduate Diploma/Professional Degree in any field.
- Proficient in Microsoft Office Suite and IT Savvy.
- Possess excellent interpersonal, presentation and communication skills.
- Meticulous with good organizational and research skills.
- Hardworking with high initiative and willing to take on new challenges.
- Independent player in the department.
