Executive (CEO Office)

Executive, CEO Office & Administration

Reporting to: Chief Executive Officer (CEO)
Organisation: Leukemia & Lymphoma Foundation (LLF)
Employment Type: Contract (2 years)

Role Purpose

The Executive, CEO Office & Administration provides administrative and coordination support to the CEO while ensuring the smooth day-to-day running of the Foundation's office.

The role requires a highly organised and dependable individual who is comfortable managing confidential information, coordinating multiple administrative matters, following through on tasks, and working with staff and external stakeholders.

Key Responsibilities

1. CEO & Executive Support

• Provide day-to-day administrative and secretarial support to the CEO.

• Manage the CEO's calendar, appointments, meetings and scheduling arrangements.

• Coordinate meetings with Board members, healthcare partners, donors, vendors and other external stakeholders.

• Prepare meeting materials, correspondence, presentations and other documents as required.

• Assist with meeting arrangements, including venue, attendance, logistics and circulation of materials.

• Take and prepare minutes or notes of meetings where required.

• Track action items and follow up with relevant staff or external parties on behalf of the CEO.

• Maintain appropriate confidentiality over management, staff, patient and organisational matters.

2. Office Administration

• Oversee the day-to-day administrative requirements of the LLF office.

• Manage office supplies, stationery, equipment and general office facilities.

• Coordinate with building management, contractors, IT support and other service providers.

• Maintain proper filing and documentation of administrative records, contracts, correspondence and other organisational documents.

• Ensure documents are properly organised and archived in the shared drive according to established filing practices.

• Maintain administrative registers, contact lists and other records as required.

• Coordinate incoming and outgoing mail, courier services and general correspondence.

• Assist with procurement, quotations, purchase documentation and vendor coordination in accordance with LLF's procedures.

3. Board & Governance Administration

• Provide administrative support for Governing Committee and other organisational meetings.

• Coordinate meeting dates, attendance and circulation of meeting papers.

• Assist with maintaining Board and governance records, including minutes, resolutions and declarations.

• Support administrative submissions and documentation required by regulatory bodies and relevant agencies.

• Maintain proper records to support audit and governance requirements.

4. Finance & General Administrative Support

• Assist the Finance Manager with administrative documentation relating to invoices, payments, reimbursements and supporting records.

• Coordinate submission and filing of invoices, receipts and supporting documents.

• Assist with basic monthly administrative documentation required for month-end closing.

• Liaise with vendors on invoices and administrative matters where required.

• Ensure financial and administrative documents are properly filed and readily available for audit purposes.

5. HR Administration

• Maintain staff administrative records, leave documentation and other HR records.

• Coordinate onboarding and offboarding administrative arrangements.

• Assist with recruitment administration, including interview scheduling and preparation of documents.

• Coordinate staff training registrations and administrative arrangements.

• Maintain confidentiality of personnel information.

6. General Support

• Provide administrative and logistical support for LLF programmes, events and activities when required.

• Support organisational projects and initiatives coordinated through the CEO's Office.

• Work collaboratively with colleagues to ensure administrative processes are properly documented and consistently followed.

• Perform other reasonable duties assigned by the CEO in support of the Foundation's operations.

Requirements

Education

• Diploma or Degree in Business Administration, Management, Secretarial Studies or a related discipline.

Experience

• Preferably 3–5 years of relevant experience in executive support, office administration, corporate administration or a similar role.

• Experience supporting senior management or a CEO would be advantageous.

• Experience in a charity, non-profit organisation, healthcare organisation or professional services environment would be an advantage but is not essential.

Skills & Attributes

The successful candidate should:

• Be highly organised with strong attention to detail.

• Have good written and verbal communication skills.

• Be able to manage multiple priorities and follow through on assignments.

• Exercise discretion when handling confidential and sensitive information.

• Be comfortable communicating with senior stakeholders and external parties.

• Have good working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook.

• Be able to work independently while collaborating effectively across teams.

• Have a practical, hands-on approach and willingness to assist across different administrative functions.

• Demonstrate professionalism, reliability and good judgement.

About LLF

The Leukemia & Lymphoma Foundation (LLF) is a Singapore registered charity with Institution of a Public Character (IPC) status. LLF supports people affected by blood cancers and related blood disorders through financial assistance, psychosocial support, patient and caregiver education, peer support and community-based programmes.

As a small organisation, team members work closely across functions and are expected to contribute collaboratively towards supporting patients, caregivers and the broader blood cancer community.