Admin Executive

Roles & Responsibilities Singapore Aquatics (SAQ) is the governing body for the aquatic sports of swimming, water polo, diving, and artistic swimming in Singapore. As a member of World Aquatics, SAQ is responsible for the development and education of aquatic players, officials, coaches, and volunteers throughout Singapore, as well as the conduct of competitions and programs for all levels of participation. We invite passionate and capable applicants who can contribute to our cause in the following position: Job Title: Admin Executive Reports To: Director, National Swimming Pathway & Coach Development Primary Purpose: The Admin Assistant will provide essential administrative support to the National Swimming Pathway and Coach Development initiatives. This role involves managing memberships, coordinating schedules, handling inventory, and performing clerical tasks to ensure smooth daily operations. Responsibilities: Administrative Support: Handle general inquiries from members and stakeholders via email, phone, and WhatsApp in a timely and professional manner. Track and manage equipment and supplies, ensuring all necessary resources are available for projects and events. Organize and manage meeting schedules for internal projects, committees, and executives. Attend meetings, take notes, and track action items to ensure progress. Assist in ensuring compliance with policies and standard operating procedures (SOPs). Provide support for finance, procurement, and other administrative tasks as required. Membership Services: Maintain accurate membership records and assist with data entry for coach and participant databases. Track coach accreditation records, participants’ program assessments, and manage course/program registrations and membership renewals. Operational Coordination: Schedule workshops and events, ensuring all logistical arrangements are in place for smooth execution. Liaise with vendors for logistical needs, supplies, and materials required for program delivery. Maintain and update accurate records of participants, coaches, and certifications related to coach development and SwimSingapore programs. Enter and manage data related to program participants, coaches, and members. Update administrative processes, policies, and maintain well-organized records. Requirements: Educational & Certification Requirements: High school diploma or equivalent required. Certifications in office administration or customer service are a plus. Skills & Experience: 1-5 years of experience in customer service, clerical, or office support roles. Strong verbal and written communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other administrative tools. Experience with membership databases and scheduling software is a plus. Excellent organizational skills with the ability to multitask in a dynamic, fast-paced environment. Strong interpersonal skills and a collaborative team player. Prior experience in finance, procurement, or customer service is preferred. Attention to detail with strong administrative abilities. Why You’ll Love Working With Us: Make an Impact: Play a key role in shaping the future of swimming and coaching in Singapore. Collaborate and Create: Join a dynamic and passionate team making waves in the aquatics scene. Grow with Us: We value personal and professional growth, offering plenty of opportunities to expand your skills. Work Culture: Be part of a supportive and collaborative environment where your contributions are valued, and your personal development is encouraged. Career Development: We provide ample opportunities for you to grow within the organization and build a fulfilling career. Tell employers what skills you have Ability to MultitaskMicrosoft OfficeInterpersonal SkillsData EntryOffice AdministrationAdministrative SupportTeam PlayerCustomer ServiceSchedulingDatabasesAble To Work Independently