Executive Administrator-Singapore

Mental Health-South,  IRD Global Health, Research and Development, Singapore    Job Code: HRD-GL/02-008          Qualification:

• Master’s Degree required in Public Administration.
• Certification in administration or any relevant field would be an advantage.

Experience:

• 4 years of experience working in a similar role.   

Skills:

• Great communicator. You have excellent oral and written communication. You communicate and coordinate effectively at every level of the organization.
• Strong project manager. You are exceptionally skilled at juggling multiple tasks, allocating and optimizing resources, and managing timelines. You manage a task from start to finish and keep everyone appropriately informed

Jobs Responsibilities:

• Meticulously manage Executive Director’s (ED’s) email, other correspondence, daily schedule and calendars under advice and in close coordination with the ED, prioritizing and protecting the ED’s professional, family and spiritual time with the needs of the network. Effectively manage governance reporting and communication between ED and board members, key donors, and technical partners.
• Manage assigned monthly technical or operational meetings and record minutes/decision points (in writing or on video as pre-decided) for assigned follow-up for attendees and those that were unable to attend.
• Maintain expense reporting and reimbursement for all travel, communications or any other expenditures related to the organization or external organizations (including government, legal or commercial organizations) incurring expenditures on behalf of or related to the ED.
• Manage as account operator the ED’s credit cards, mobile phone and internet service subscriptions, airline, hotel and travel online payments (including two-step verification processes) related to the organization or external organizations.
• Manage all office space-related matters in Singapore, including coordination with the office management company and Coordinate meetings, interviews and any other events or activities in the Singapore office.
• Manage and maintain all visa and passport applications, work and residency applications, travel bookings and itineraries, immunization records, health, travel, and life insurance for the ED and accompanying organizational staff or family members, utilizing the assistance of in-country teams, consultants or external agencies as needed and Make travel arrangements and detailed travel itineraries and ensure to get the payment is processed from the relevant entity and/or stakeholder in a timely manner.
• Coordinate payment of utility bills and maintenance-related issues for ED’s Singapore residence and in his absence, take on the role of custodian of the apartment, coordinating access for any guests that may be using the apartment in his absence.