Executive Assistant

14 hours ago

Singapore INFANT JESUS HOMES AND CHILDREN'S CENTRES Full time

**Job Description
**Job Title : HR and Administrative Executive**

**Reporting Officer **:Executive Director /Matrix Reporting to Head Student Centre Services

**Job Summary**

The Executive Assistant - HR and Admin will assist and support the Executive Director and work with the Head of Corporate Services to provide HR Services support and implementing administrative systems, procedures and policies and monitoring projects.

**Role and Responsibilities
**1 **. **Support Executive Director**

Provide support to Executive Director in administrative duties as assigned e.g. in arranging for meetings, handling physical meeting setup and preparation of confidential documents for Board Meetings where needed.

**2. **Human Resource role**:

- Work with line managers on staff recruitment, attending interviews and putting up salary proposals.
- Filing of HR confidential records
- Registration of staff, Management Commitee members and volunteers for training / workshops / seminars
- Organise HR activities e.g. team meetings and bonding sessions'
- Manage and communicate with outsourced payroll service provider
- Work with Head( Corporate Services) on managing the Performance Management Review Cycles
- Any other ad-hoc duties assigned, including administrative support to cover some duties of the Finance Executive when the person is on leave.

**3. **Office Support & Service**:

- Filing and maintenance of administrative records
- Maintain inventory of office supplies and stationery, by checking stock to determine inventory level, anticipate needed supplies, placing and expediting orders for supplies for the Office and Student Care Centres
- Receive goods ordered for the organization / student centres
- Prepare Payment Vouchers & claims for all admin orders and the elderly residents
- Perform reception duties (answer phone calls, receive guests, new students)
- Request for quotations from vendors, as and when needed

**3. **Student Care Centres (SCS) Administration Support & Services**:

- Receiving & replying standard enquires from interested parents
- Prepare and update student enrolment list
- Scan & create new students Personal Files & close Personal Files of outgoing child
- Work with Centre Managers to ensure Student Enrolment and Face Recognition are done promptly. Download reports monthly.
- Monitor & record the next month’s incoming or outgoing children
- Prepare Payment Vouchers for SCS expenses only after verification/ confirmation is completed by Centre Manager/ Head of SCS
- Work with Finance to ensure that records of SCS fee accruals and prepayments / deposits are managed for Centre Managers overview
- To coordinate with the Finance Executive on Issuing invoices and receipts for payment received from parents
- Update and distribute all notices from MOE/MSF/NCSS directives & regulations (eg. Student Enrolment, QR Code, etc) to relevant parties for attention/information.
- Update all notices & visitors records

**Job Requirements**
- Minimum Qualifications - Diploma
- Mininum of at least 3 to 5 years experience preferably in a Charity/ Student Care Centre organisation

**Skills and Attributes**
- Proficient in Microsoft Office Package - Word, Excel and Power Point and manage database
- Required to handle confidential documents
- Able to plan and organise
- Able to multi-task
- Be able to think out of the box
- Be resourceful
- Able to communicate well
- Enjoys working with people
- Good interpersonal skills with stakeholders
- Able to work independently
- Problem solving mindset
- Attention to detail
- Resilient

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