Executive Officer / Senior Executive Officer, ED’s Office

The Executive Officer, Executive Director’s Office (EDO)provides administrative and operational support to the Executive Director (ED), Deputy Director (DD), and EDO. Through effectivecoordination of meetings, schedules, stakeholder engagements, and office operations, the role supports the leadership team in executing organisational priorities and strategic initiatives.

This role ensures the smooth execution of day-to-day operations, facilitates communication across internal and external stakeholders, and supports the planning and implementation of key initiatives, projects, and organisational priorities. All responsibilities are carried out in alignment with the organisation’s values,policies, and standards of professionalism and confidentiality.

MAIN DUTIES &RESPONSIBILITIES

1. Executive Support & Office Administration

Provide comprehensive administrative support to the ED and DD, including:

a) Managing calendars, appointments, meetings, and deadlines, including scheduling, room bookings, and stakeholder coordination.

b) Managing correspondence and communications by drafting emails, memos, letters, and other documents, ensuring timely follow-up on actions, and screening calls on behalf of the ED and DDs.

c) Supporting budget administration, including the reconciliation and submission of monthly expenditure claims and reimbursements.

d) Plan and coordinate meetings, events, and related logistics, including venue bookings, catering, and operational support.

e) Coordinate overseas travel arrangements for the ED and DDs, including itinerary planning, travel bookings, accommodation arrangements, and related administrative support.

f) Supporting the planning and coordination of the annual operational workplan and quarterly townhalls.

g) Coordinating the submission of reports and information from departments for the ED and DDs.

h) Maintaining organised and accurate filing systems for documents and correspondence relating to the EDO.

2. Meeting, Stakeholder and Event Coordination

a) Coordinate and facilitate meetings, engagements, and corporate visits involving the ED and DDs, liaising effectively with internal and external stakeholders.

b) Prepare, record, and distribute accurate meeting minutes, decisions, and action items, ensuring timely follow-up and comprehensive documentation of proceedings.

c) Supporting the planning and execution of inter-departmental and organisation-wide events and initiatives

3. Strategic Projects & Organisational Initiatives

a) Provide administrative and project coordination support for strategic initiatives and special projects led by the ED and DDs, including fundraising efforts, partnerships, and community outreach programmes.

b) Provide administrative and project coordination support for special projects and strategic initiatives led by the ED and DD, including fundraising campaigns, partnerships, and community outreach programmes.

4. Board Support

Provide administrative and operational support for Board and EDO activities, including:

a) Coordinating Board-related administrative matters, including invitations, RSVPs, meeting arrangements, and logistics for the AMP Board of Directors.

b) Providing administrative and secretariat support to the Board Secretary to facilitate effective processes..

c) Ensuring the readiness, upkeep, and professional presentation of the Boardroom, Chairman's Office, and EDO.

SECONDARY DUTIES

5. Participate in inter-departmental project committees and render support to other department, events as and when required.

Requirements

• Diploma / Bachelor’s degree in business administration, communications, or a related field
• Prior experience in a similar role, preferably within a Social Service Agency (SSA) is advantageous. Fresh graduates with a keen interest in the sector are welcome to apply.
• Excellent organisational, time management, and communication skills
• Ability to work independently and as part of a team
• Strong attention to detail and ability to multitask
• Proficient in Microsoft Office Suite and other relevant software
• Knowledge of the social service sector and social issues is an advantage