Executive, Administration

Overview
Executive, Administration & Data (1-year contract)
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Responsibilities
Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations
Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required
Student Administration: Assist in the coordination and administration of student matters such as admissions, withdrawals, and record-keeping
Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff-related submissions
Campus Safety & Security Support: Support the implementation of security and safety procedures and measures on campus
Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the programme/service
IT Systems Administration: Provide support in administering various IT systems for data integrity, accessibility and security
Resource & Inventory Management: Support resource planning, procurement of materials and equipment, and inventory tracking
Assistant Scheme Administration: Provide administrative support for processing relevant Assistance Schemes, Transport Subsidies and grants
Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings
Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems
Client-centric Service
Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude
Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community
Event Logistics & Coordination: Support the implementation of events, ensuring seamless logistics and coordination
Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents
Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations
Reporting and Communications
Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation
Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices
Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data
Job Holder Requirements
A good diploma or tertiary qualification in Business Administration, Linguistics, Economics or other relevant field
Experience in business administration, finance, procurement or customer service will be an advantage
Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus
Service is at the heart of RC’s purpose and we seek to serve our clients with respect, dedication and compassion, understanding that we are entrusted by society to serve with excellence and the highest ethical standards. Join us if you share our passion and values.
Seniority level
Entry level
Employment type
Contract
Job function
Administrative
Non-profit Organizations
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