Job Overview
This role provides comprehensive administrative support to the Executive Director. Key responsibilities include board secretariat duties and administrative support to ensure seamless operations and effective coordination of relevant activities within the organization.

The individual should excel in multitasking, maintaining confidentiality, and demonstrating exceptional communication skills. This role demands a proactive and adaptable person who can anticipate the Executive Director's needs and ensure a seamless workflow. Key responsibilities include delivering prompt guidance and assistance to the Directors on office administration, scheduling, and task completion. Exceptional time management skills are essential.

Board Secretariat

• Responsible for the full spectrum of administrative functions relating to meetings with the Management Committee.
• Support the timely preparation and coordination of Management Committee meetings, including preparing presentations, scheduling, venue and refreshment arrangements, and technology setup.
• Prepare and manage minutes for Management Committee meetings.
• Maintain accurate and up-to-date records of decisions, action items, and follow-up status, ensuring confidentiality, accuracy, and attention to detail.
• Liaise with departments and stakeholders to ensure timely and effective communication and closure of any follow-up actions.

Administrative Support

• Manage Executive Director’s calendar, including scheduling appointments and meetings, ensuring effective time management and coordination.
• Maintain high level of confidentiality when dealing with sensitive information, exercise discretion and maintain professionalism at all times.
• Manage expense claims for the Executive Director, including filing, tracking and collating all expense claims for audit purposes.
• Prepare and edit summaries and follow-up notes for other meetings as required, draft presentation slides, and other documents as needed.
• Assist in organizing meetings including logistical arrangements and material preparation.
• Maintain organized and accessible records of important documents and files, supporting good record-keeping and audit practices.

Additional Responsibilities

• Facilitate operational activities and cross-departmental collaboration to ensure tasks and projects are completed efficiently.
• Any other duties assigned by Reporting Officer and Management Committee.

Job Requirements (Education, experience and skills):

Education

• Degree/Diploma in Business Management or equivalent.

Experience

• Minimum 3 years of relevant experience in administrative, executive support, board secretariat, or governance-related roles.

Skills

• Strong organizational and time management skills, with the ability to manage multiple tasks concurrently and priorities effectively.
• Excellent verbal and written communication skills, with confidence in liaising with Management Committee members, senior management, and internal stakeholders.
• Able to coordinate across departments to obtain inputs, follow up on action items, and ensure timely closure.
• Skilled in preparing clear, concise presentation slides, summaries, and documentation.
• High level of attention to detail, ensuring accuracy and completeness in all tasks.
• Proactive and resourceful, able to anticipate needs and address issues before they escalate.
• Proficient in Microsoft Office applications.
• Demonstrates professional ethics and the ability to maintain strict confidentiality when handling sensitive information.