Administrator - #1119464

Summary of Role:

The Senior Administrator supports the Executive Director in driving organisational efficiency, governance, and coordination across departments. This role oversees daily operations, manages administrative systems, ensures compliance with governance and financial policies, and supports Board and management reporting. The incumbent also supervises the administrative team, streamlines workflows, and facilitates communication with stakeholders to ensure the smooth execution of organisational priorities.

Executive & Strategic Support

• Provide direct support to the Executive Director in planning, coordinating, and monitoring organizational initiatives.

• Prepare and review correspondence, reports, and presentation materials for internal and external stakeholders.

• Manage the Executive Director’s calendar, meetings, and confidential communications.

• Support follow-up on key management and Board decisions to ensure timely execution.

• Draft and maintain key operational documents, such as policies, frameworks, and implementation trackers.

2. Organizational Operations & Coordination

• Oversee daily administrative and operational functions to ensure effective coordination across departments (Social Work, Programmes, HR, Finance, and Facilities).

• Ensure consistency and efficiency in operational processes through implementation and review of Standard Operating Procedures (SOPs).

• Support organizational planning and evaluation by tracking progress of projects and operational goals.

• Identify gaps in workflows and recommend improvements for service delivery and operational effectiveness.

3. Governance & Compliance

• Coordinate preparation for Board and Committee meetings — including collation of papers, report compilation, and drafting of minutes.

• Track Board resolutions and ensure follow-up on agreed actions.

• Maintain accurate records of statutory documents, governance materials, and compliance submissions.

• Support audit and regulatory processes, ensuring timely submission of required documents and reports.

4. Finance & Administrative Oversight

• Oversee procurement, payment processing, and expenditure tracking in line with financial policies.

• Work with the Finance team to monitor budget utilization and ensure documentation accuracy.

• Support preparation of financial summaries and operational reports for management review.

• Manage service contracts, vendor relationships, and inventory to ensure operational readiness.

5. Human Resource & Staff Engagement Support

• Support the Executive Director and HR in administrative aspects of recruitment,onboarding, and training.

• Maintain up-to-date staff records, attendance, and HR documentation.

• Coordinate internal communication and staff engagement activities to promote positive workplace culture.

6. Supervision of Administrative Team

• Supervise and guide staff, interns, or volunteers in carrying out daily tasks effectively.

• Provide coaching, task delegation, and performance feedback to the admin team.

• Foster teamwork, accountability, and service excellence within the administrative function.

7. Stakeholder & Partnership Coordination

• Coordinate communication and logistics for meetings, visits, and events involving external partners, funders, and agencies.

• Support the Executive Director in managing donor relations and preparing partnership documentation.

• Uphold Casa Raudha’s professional image in all external engagements.

Qualifications & Requirements

• Bachelor’s Degree in Business Administration, Management, or related discipline.

• Minimum 5 years of experience in administrative or operational management, including at least 2 years in a supervisory or senior administrative role.

• Experience in the social service, non-profit, or public sector preferred.

• Strong organizational, coordination, and analytical skills with keen attention to detail.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office (Word, Excel, PowerPoint) and digital tools for workflow management.

• Demonstrated discretion, professionalism, and ability to handle confidential information.

• Primary Work Location: West Singapore