Administrative Executive

Description

We are looking for a dedicated Administrative Executive to ensure the smooth operation of Active Ageing Centre (AAC) services. The role involves managing administrative tasks, preparing reports for grant claims, and maintaining compliance with audit requirements. You will assist in outreach activities, handle inquiries, and support programme planning for seniors and volunteers. Additional responsibilities include coordinating training sessions, participating in audits, drafting SOPs, and providing temporary staff coverage. Proficiency in multiple languages is an advantage for this dynamic and impactful role.

Responsibilities and Duties

* Perform administrative tasks to ensure the smooth operation of AAC services, maintaining compliance with audit requirements. * Handle data entry, collation, and reconciliation to prepare statistics and progress reports for grant claims submission to the Agency for Integrated Care (AIC). * Assist in outreach activities such as carnivals, block parties, and door-knocking events. * Respond to phone calls and walk-in inquiries with professionalism. * Take attendance during programmes and events. * Help plan and prepare programmes and events for seniors or volunteers. * Manage e-filing of essential documents, ensuring they are up-to-date. * Support office maintenance, including monitoring office supplies and arranging equipment servicing. *Support for the Head of AACs:* * Coordinate training sessions and staff events for AACs. * Participate in audits to ensure compliance with requirements set by internal and external parties, including AIC. * Assist in reviewing and drafting Standard Operating Procedures (SOPs). * Temporarily cover duties of AAC staff during their absence, as needed. *Other Responsibilities:* * Undertake tasks assigned by the Head of Active Ageing Centres or the Centre Manager. * Proficiency in multiple languages is an advantage.

Qualifications and Requirements

* Diploma or equivalent qualification in Business Administration, Office Management, or a related field. * At least 1-2 years of relevant experience in an administrative role; prior experience in social services or community-based programmes is an advantage. * Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint. * Strong organizational and multitasking skills, with attention to detail and accuracy. * Excellent communication and interpersonal skills to interact effectively with seniors, volunteers, and colleagues. * Ability to work independently and collaboratively in a dynamic environment. * Familiarity with data entry, reconciliation, and report preparation. * Capable of handling sensitive and confidential information with professionalism. * Adaptable to a fast-paced environment, with the ability to manage outreach activities and events. * Proficiency in multiple languages or dialects is a plus. * Willingness to support ad-hoc tasks and cover additional responsibilities when required.

Working Condition

Working hours

5 days / 44 hours