Executive, Administration and Governance

The Executive, Administration and Governance will provide high-quality secretariat and administrative support to ACF’s Board and Board Committees, ensuring effective governance processes and accurate record-keeping.

This role offers opportunities to gain exposure to charity governance practices, interact with senior leadership, and contribute to the smooth operation of Board and Committee, and reporting processes.

This role further requires the preparation and circulation of meeting materials, take minutes, track follow-up actions, and maintain organised records of Board and Committee members. In addition, the role will support broader governance functions such as onboarding new members, maintaining compliance records, and assisting with governance-related reporting. The Executive will also provide administrative support to the CEO, COO, and Operations team to ensure organisational efficiency and the opportunity to streamline processes.

This role requires the individual to have exceptional organisational skills, attention to detail, discretion, and the ability to coordinate across multiple stakeholders and priorities.

Asia Community Foundation (ACF) is an independent, trusted giving platform that catalyzes funding at scale with informed, efficient grant-making for donors acting individually or collectively. Singapore-based, this charitable organisation supports individuals, families, and institutions as their trusted partner in purposeful philanthropy.

Established in 2022 by a group of philanthropists from Asia Philanthropy Circle, ACF was born out of the pressing need for a regional platform to facilitate cross-border giving in Asia. Our mission is to promote purposeful giving in Asia by connecting donors and nonprofits to achieve greater results than they could on their own. As a community, we believe that we can create positive change and address some of the most pressing socioeconomic and environmental issues facing Asia today.

**Key Responsibilities**:
**1. Secretariat and Relationship Support for Board and Committees**
- Coordinate scheduling and logistics for all Board and Committee meetings (online and in-person) in a warm, respectful and professional manner
- Prepare, compile, and distribute agendas, meeting papers, and background documents in advance
- Attend meetings to take accurate minutes, capturing key decisions, actions, and next steps
- Circulate minutes for review and approval, track follow-up actions, and ensure timely completion
- Maintain up-to-date records of Board and Committee members, including contact details, terms of service, and committee assignments

**2. Broader Governance, Regulatory and Funder Support**
- Support Board and Committee member onboarding, including orientation materials and induction sessions
- Maintain governance documents and compliance registers, including conflict-of-interest declarations, KYC documentation, terms of office, etc.
- Assist with preparation of governance reports, annual meeting schedules, and Board evaluation processes
- Coordinate the secure storage and organisation of governance records, ensuring easy retrieval when needed
- Liaise with external parties (e.g., legal advisors, auditors) on governance-related matters as directed

**3. Administrative Support to CEO, COO, and Operations Team**
- Manage calendars, schedule meetings, and coordinate travel arrangements
- Assist in drafting correspondence, preparing presentations, and formatting documents
- Support logistics for internal meetings, workshops, and donor or partner events
- Maintain organised digital and physical filing systems for administrative, operational, and governance records
- Support internal reviews and updates of governance policies, manuals, and procedures.

**4. Organisational Coordination and Process Improvement**
- Help track funder or donor reporting timelines, support collation of programmatic and financial data from relevant teams, and assist on drafting, formatting, and reviewing funder report templates or submissions.
- Work across teams to ensure smooth flow of governance information and administrative updates
- Uphold confidentiality and handle sensitive information with discretion
- Recommend and implement process improvements to enhance efficiency in administrative, reporting and governance support

**Experience and Skills**:

- At least 3 years of experience in an administrative, executive assistant, or governance support role, ideally in a nonprofit, foundation, or corporate environment
- Familiarity with governance practices and board administration preferred
- Interest in non-profit governance, regulatory compliance and social impact work
- Strong organisational skills with the ability to prioritise and manage multiple tasks effectively
- Meticulous, with high level of attention to detail
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), DocuSign, cloud-based document platforms and di