Executive

**Position Summary**

We are seeking a servant leader who serves with humility, a heart for people, fostering strong relationships through integrity and love to join us as an Executive (Admin & Projects). The Executive (Admin & Projects) is responsible for ensuring the smooth operation of administrative services, Board management, documentation systems, and corporate insurance. This role supports governance, compliance, and operational excellence across all CCSS offices and programmes.

**Duties & Responsibilities**

**1. Administration and Projects Services**
- Oversee day-to-day administrative operations and ensure organisational effectiveness
- Administer and manage contracts and renewals, including lease agreements and company van insurance
- Lead the annual donation box initiative, including the full cash collection process
- Support event logistics and coordination for office-wide activities and ad-hoc events
- Prepare administrative reports and contribute to annual office budget planning
- Provide secretariat support to the Executive Director as required
- Serve as the primary liaison between CCSS and internal/external stakeholders regarding administrative services

**2. Document Management**
- Develop and maintain efficient online and physical filing systems
- Ensure compliance with the Personal Data Protection Act (PDPA)
- Maintain and regularly update relevant documents on CCSS corporate SharePoint, including the Staff and Employee Hub

**3. Corporate Insurance**
- Research and assess insurance needs for beneficiaries and volunteers, recommending suitable policies
- Liaise with TCC to renew Directors’ & Officers (D&O) Insurance, Fire Insurance, Public Liability, and Money Insurance
- Maintain knowledge of insurance policies and claims, and respond to staff queries effectively
- Administer and track renewal dates for all corporate insurance policies, including GPA coverage for beneficiaries and volunteers

**4. Board Secretariat and Governance Support**
- Provide secretariat support to the Board and subcommittees, including meeting coordination, agenda setting, minute taking, and timely circulation of board papers
- Maintain accurate records of Board resolutions and decisions
- Support review and updating of the charity’s Constitution and Terms of Reference for the Board and its Committees
- Ensure compliance with governance frameworks such as the Code of Governance for Charities and IPCs
- Track and manage regulatory filing timelines (e.g., ACRA, Commissioner of Charities)
- Support internal policy reviews and updates, ensuring documentation is current and compliant
- Assist with organisational audits, governance reviews, and reporting exercises as required

**5. Other Admin Support**
- Handle incoming enquiries via phone and walk-ins professionally
- Prepare Vendor Approved Creation (VAC) forms for all relevant procurements
- Support office event logistics and coordinate the purchase of inventory and supplies
- Cover basic duties of the HRA role as needed
- Provide ad-hoc administrative support as assigned by supervisors within the HR & Office Admin department

**Competencies**
- Proficient in Microsoft Office Suite and administrative systems
- Organisational skills with good time management and the ability to multi-task
- Strong interpersonal skills to interact with employees and clients of all levels of seniority and across the departments
- Meticulous to details

**Requirements**:

- A servant leader who leads with humility, integrity and love
- Diploma in Business Administration, Facilities Management, or related discipline
- Minimum 3 years of experience in administration and project coordination
- Proficient in Microsoft Office
- Meticulous, organised, and able to manage tight deadlines
- Strong communication skills, with the ability to work both independently and collaboratively