Admin Executive (CEO Office)

Admin Executive

Role Purpose

The Executive, CEO Office & Administration provides administrative and coordination support to the CEO while ensuring the smooth day-to-day running of the Foundation's office.

The role requires a highly organised and dependable individual who is comfortable managing confidential information, coordinating multiple administrative matters, following through on tasks, and working with staff and external stakeholders.

Key Responsibilities

1. CEO & Executive Support

Provide day-to-day administrative and secretarial support to the CEO.

Manage the CEO's calendar, appointments, meetings and scheduling arrangements.

Coordinate meetings with Board members, healthcare partners, donors, vendors and other external stakeholders.

Prepare meeting materials, correspondence, presentations and other documents as required.

Assist with meeting arrangements, including venue, attendance, logistics and circulation of materials.

Take and prepare minutes or notes of meetings where required.

Track action items and follow up with relevant staff or external parties on behalf of the CEO.

Maintain appropriate confidentiality over management, staff, patient and organisational matters.

2. Office Administration

Oversee the day-to-day administrative requirements of the LLF office.

Manage office supplies, stationery, equipment and general office facilities.

Coordinate with building management, contractors, IT support and other service providers.

Maintain proper filing and documentation of administrative records, contracts, correspondence and other organisational documents.

Ensure documents are properly organised and archived in the shared drive according to established filing practices.

Maintain administrative registers, contact lists and other records as required.

Coordinate incoming and outgoing mail, courier services and general correspondence.

Assist with procurement, quotations, purchase documentation and vendor coordination in accordance with LLF's procedures.

3. Board & Governance Administration

Provide administrative support for Governing Committee and other organisational meetings.

Coordinate meeting dates, attendance and circulation of meeting papers.

Assist with maintaining Board and governance records, including minutes, resolutions and declarations.

Support administrative submissions and documentation required by regulatory bodies and relevant agencies.

Maintain proper records to support audit and governance requirements.

4. Finance & General Administrative Support

Assist the Finance Manager with administrative documentation relating to invoices, payments, reimbursements and supporting records.

Coordinate submission and filing of invoices, receipts and supporting documents.

Assist with basic monthly administrative documentation required for month-end closing.

Liaise with vendors on invoices and administrative matters where required.

Ensure financial and administrative documents are properly filed and readily available for audit purposes.

5. HR Administration

Maintain staff administrative records, leave documentation and other HR records.

Coordinate onboarding and offboarding administrative arrangements.

Assist with recruitment administration, including interview scheduling and preparation of documents.

Coordinate staff training registrations and administrative arrangements.

Maintain confidentiality of personnel information.

6. General Support

Provide administrative and logistical support for LLF programmes, events and activities when required.

Support organisational projects and initiatives coordinated through the CEO's Office.

Work collaboratively with colleagues to ensure administrative processes are properly documented and consistently followed.

Perform other reasonable duties assigned by the CEO in support of the Foundation's operations.

Requirements

Education

Diploma or Degree in Business Administration, Management, Secretarial Studies or a related discipline.

Experience

Preferably 3–5 years of relevant experience in executive support, office administration, corporate administration or a similar role.

Experience supporting senior management or a CEO would be advantageous.

Experience in a charity, non-profit organisation, healthcare organisation or professional services environment would be an advantage but is not essential.

Skills & Attributes

The successful candidate should:

Be highly organised with strong attention to detail.

Have good written and verbal communication skills.

Be able to manage multiple priorities and follow through on assignments.

Exercise discretion when handling confidential and sensitive information.

Be comfortable communicating with senior stakeholders and external parties.

Have good working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook.

Be able to work independently while collaborating effectively across teams.

Have a practical, hands-on approach and willingness to assist across different administrative functions.

Demonstrate professionalism, reliability and good judgement.

About LLF

The Leukemia & Lymphoma Foundation (LLF) is a Singapore registered charity with Institution of a Public Character (IPC) status. LLF supports people affected by blood cancers and related blood disorders through financial assistance, psychosocial support, patient and caregiver education, peer support and community-based programmes.

As a small organisation, team members work closely across functions and are expected to contribute collaboratively towards supporting patients, caregivers and the broader blood cancer community.