Admin Executive for Singapore Physiotherapy Association

Job Title Admin Executive ·Part-Time which could lead to Full-Time for the right candidate ·Only open to Singaporeans and Permanent Residents of Singapore Job Summary · The Admin Executive is responsible for managing a broad range of administrative functions that support the smooth running of the organization. This role includes office management, communication coordination, event logistics, procurement, and documentation—while also extending to basic website content updates and social media posting to support the organization's digital presence. · Working closely with the Council and Finance Manager, the Admin Executive is expected to be proactive, organized, detail-oriented, and digitally savvy, capable of balancing both traditional administrative duties and light digital tasks. Key Responsibilities 1. Office Administration & Management Manage daily office operations to ensure an organized, clean, and efficient workplace. Ensure proper functioning of office facilities and equipment; coordinate with building management and service vendors when needed. Maintain and improve administrative systems, processes, and workflows to increase efficiency. 2. Scheduling & Calendar Management Coordinate and manage calendars for senior leadership, including scheduling meetings, appointments, and travel arrangements. Organize internal and external meetings, book venues, and manage logistics, ensuring all necessary materials and resources are prepared. 3. Document Management & Record Keeping Maintain systematic filing systems (physical and digital) for company documents, correspondence, records, and reports. Prepare and format meeting minutes, reports, proposals, and internal communications. Ensure compliance with organizational policies and relevant data protection laws. 4. Communication & Correspondence Handle internal and external communications, including email, phone, and physical mail. Draft and distribute memos, announcements, and circulars to staff and stakeholders. Serve as a liaison between departments and external vendors or partners. 5. Procurement & Inventory Oversight Monitor office supply inventory and ensure timely procurement of required items. Source and negotiate with vendors to ensure cost-effective purchases. Maintain accurate procurement records and assist in expense tracking and budgeting. 6. Event & Meeting Support Organize logistics for company meetings, workshops, and staff events, including venue booking, catering, materials preparation, and registration. Provide on-site support for smooth execution of events, including setup and coordination. 7. Website Management Update and maintain website content such as announcements, event listings, meeting minutes, reports, and newsletters. Coordinate with external web developers or IT support as needed for more complex technical updates. Ensure content accuracy, consistency, and alignment with the organization's branding and messaging. 8. Social Media Content Posting Manage and schedule regular posts on the organization's social media platforms (e.g., Facebook, LinkedIn, Instagram). Share news, updates, event highlights, and engagement content to maintain a consistent digital presence. Track engagement metrics and assist with basic content planning in collaboration with the communications or outreach team. 9. Compliance & Reporting Support the organization in maintaining compliance with internal policies and regulatory requirements through proper documentation and reporting. Assist with the preparation of documents for audits, Council reviews, and external reporting. Qualifications and Skills Education: Bachelor's degree in Business Administration, Office Management, Communications, or a related field is preferred. Experience: Minimum of 2–3 years of experience in an administrative role, ideally with exposure to website management or digital communication. Experience in procurement, office coordination, and basic content management systems (CMS) is an advantage. Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with website content management systems (e.g., WordPress or similar platforms). Working knowledge of social media platforms and scheduling tools (e.g., Facebook, Instagram, LinkedIn, Canva, Buffer). Comfortable using collaboration tools such as Zoom, Microsoft Teams, Google Workspace, etc. Core Competencies: Excellent Organization: Able to manage multiple tasks, prioritize effectively, and follow through to completion. Communication: Strong written and verbal communication skills; professional and diplomatic. Digital Literacy: Comfortable handling digital tools and updating online platforms with accuracy and consistency. Initiative & Reliability: A self-starter who takes ownership of tasks with minimal supervision. Attention to Detail: Accuracy in records, documentation, and communications is essential. Discretion: High level of professionalism and ability to handle sensitive or confidential information. Work Environment & Schedule Based primarily in an office setting. Flexible work arrangements available, including work-from-home 1-2 times per week , subject to operational requirements. Flexi-hours may be required to support Council meetings, events, and digital posting schedules , including occasional after-hours tasks. May require light travel to attend or coordinate off-site meetings and events. Organizational Reporting Structure Reports To: Council & Finance Manager Liaises With: Council Members, Internal Departments, Vendors, Event Organizers, IT Support, and External Partners. #J-18808-Ljbffr