Reporting to the Pastor-in-charge and the Administrative Manager, the Senior Admin Executive provides comprehensive administrative support to the Pastor-in-Charge (PIC) and the church admin team. The role is essential in ensuring smooth operational processes, assisting with the coordination of church events, managing church membership records, and handling various administrative functions.
Duties and Responsibilities:
1/ Secretarial support to Pastor-in-charge
- Manage correspondence and communication such as phone calls and letters.
- Drafting correspondence such as thank-you notes and invitations.
- Management of meeting schedules and calendars.
- Assist with claims administration.
2/ Event Planning and Coordination
- Assist with organising staff birthday lunch, church staff retreat, pastors fellowship, church anniversary.
- Coordinate church conferences, special services and events.
3/ Church Membership and Management
- Maintain up-to-date church membership database.
- Prepare certificates for baptisms and church related records.
- Arrange monthly birthday greeting cards for church members.
4/ Administrative support to church leadership and conference meetings
- Coordinate compilation and distribution of conference reports.
- Submission of annual statistics and conference reports.
- Registration of delegates.
5/ Data Protection and Compliance
Assist in the implementation and maintenance of data protection policies and ensure compliance with the Personal Data Protection Act (PDPA) and other relevant regulations.
6/ Office and Operational Management
- Manage pastoral team members duty rosters for church services and staff meeting.
- Assist with the expense claims documentation and preparation of annual financial budgets.
- Manage Zoom meeting licenses and provide guidance to setup online church meetings.
7/ Miscellaneous Administrative Tasks
- Provide ad-hoc administrative support that arise as assigned by Pastors, Administrative Manager and/or Laity.
Requirements :
- Strong organizational, multi-tasking, and time-management abilities.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite.
- Knowledge of PDPA regulations and experience in maintaining compliance.
- Detail-oriented, proactive, resourceful, and able to work independently and as part of a team.
Education and Experience
* Holds a diploma / degree in any field.
* Possess at least three years of similar experience in a large charity or non-government organisation, church, not-for-profit and/or private sector.
Successful candidate will be expected to work on Saturdays. Only shortlist candidate will be notified
