Senior Executive, HR & Administration

Breast Cancer Foundation (BCF)

If you are the kind of person who likes things properly organised, people processes well-run, EXCO papers in order, minutes written clearly, and no one scrambling for payroll details, claims, missing files or pantry supplies at the eleventh hour — we should talk.

At BCF, HR and administration are not just support functions. They help keep the organisation steady, compliant, well-coordinated and able to do its work well. This role is for someone who is organised, discreet, reliable and strong in follow-through — someone who can keep essential people and office processes running smoothly while handling sensitive matters with maturity and care.

We are looking for a Senior Executive, HR & Administration to support the day-to-day running of BCF’s HR and administrative functions. This role covers core HR operations across the employee life cycle, EXCO and sub-committee logistics, office administration, claims and records management, minute-taking, and selected administrative support to the CEO.

You will work closely with the People & Corporate Functions Manager and across teams to ensure that HR and administration at BCF are timely, accurate, well-documented and aligned with good governance and organisational needs.

What you will do

1) Keep HR operations accurate, timely and well-run

• Support the day-to-day administration of HR operations across the employee life cycle, including recruitment, onboarding, confirmation, changes in employment records and offboarding.
• Coordinate and track recruitment processes, including job postings, interview scheduling, candidate communication, onboarding documentation and exit processes.
• Maintain complete, accurate and up-to-date employee records, personnel files and HR documentation.
• Support payroll processing, leave administration, claims, benefits and other personnel administration matters with accuracy and timeliness.
• Assist in the review, updating and implementation of HR policies, SOPs and employee handbook content where applicable.
• Support training administration by coordinating learning needs, course registration, training providers and records.
• Support the performance management process by tracking timelines, documentation and accuracy of records and submissions.
• Liaise with relevant government agencies, regulators or external parties on HR-related reporting and ad hoc requests where required.
• Help ensure HR practices and records are maintained in line with internal policies and applicable employment-related requirements.

2) Support EXCO, sub-committee and CEO administration

• Coordinate logistics for EXCO and relevant sub-committee meetings, including scheduling, invitations, agenda support, circulation of papers and follow-up actions.
• Collate, format and organise EXCO papers, sub-committee materials, presentations and supporting documents in a timely and professional manner.
• Record accurate, clear and appropriately structured minutes for EXCO, sub-committee and selected management meetings.
• Maintain proper records of EXCO and sub-committee documents, decisions and member details where required.
• Provide administrative support to the CEO where required, including scheduling, meeting coordination, document preparation and follow-up support.
• Exercise high discretion and care when handling confidential leadership, EXCO, sub-committee and personnel matters.

3) Keep the office running smoothly

• Support day-to-day office administration, including office supplies, pantry needs, facilities coordination, postal mail and courier matters.
• Maintain office asset records, tagging and basic inventory control.
• Coordinate with vendors and service providers on office upkeep, supplies, facilities maintenance and cleanliness.
• Help ensure the office environment is functional, organised and ready to support staff, visitors and meetings.
• Support general administrative needs across the organisation where appropriate.

4) Improve systems, records and ways of working

• Maintain clear and reliable HR and administrative records, trackers and documentation.
• Use HR, payroll, document and office systems effectively to support accuracy, efficiency and reporting.
• Identify practical opportunities to improve templates, workflows, filing systems, turnaround times and internal coordination.
• Support the use of digital tools, automation and AI to improve productivity, drafting, scheduling, document preparation and reporting where appropriate.
• Apply strong judgement when using digital and AI tools, especially when handling confidential staff information, EXCO materials and sensitive organisational records.

5) Support “One BCF” coordination and follow-through

• Work closely with internal stakeholders across departments to coordinate HR and administrative needs smoothly.
• Communicate clearly and early when information is missing, timelines are at risk or follow-up is required.
• Help ensure tasks are tracked, records are complete and actions are closed properly.
• Contribute to a culture of professionalism, reliability, confidentiality and shared ownership across the organisation.

What we are looking for

We are looking for someone with strong relevant experience, sound judgement and the right attitude — not just someone who can do the technical tasks.

You may come from:

• HR operations or HR administration
• office administration or corporate administration
• executive support or EXCO/sub-committee support roles
• people operations or shared services roles
• admin-heavy roles that require strong documentation, coordination and confidentiality

We would love to hear from you if you bring:

• Relevant experience in HR and administrative operations, ideally across recruitment, onboarding/offboarding, records, claims, payroll support and office administration
• Strong documentation discipline and attention to detail
• Experience coordinating meetings, preparing papers and taking accurate minutes
• Confidence handling multiple workstreams, timelines and follow-up items without losing track of details
• Good written and verbal communication skills
• Strong organisational skills and the ability to work independently within scope
• Proficiency in Microsoft Office applications and comfort working with spreadsheets, trackers, shared drives and administrative systems
• Experience working with HRIS, payroll, leave, claims or employee records systems is an advantage
• Applied AI literacy — able to use AI tools productively for drafting, summarising, scheduling support, template development, note consolidation and workflow support, while knowing when human review and judgement are required
• Strong digital judgement — able to handle employee, EXCO, sub-committee and organisational information responsibly, protect confidentiality, and use digital and AI tools safely, ethically and appropriately
• Administrative rigour — able to work accurately with records, claims, minutes, schedules and follow-up actions in a disciplined and dependable way

Helpful, but not mandatory

• Diploma or degree in Human Resource Management, Business Administration or a related field
• Experience supporting EXCO, sub-committees, leadership meetings or senior executives
• Experience in the non-profit, healthcare or social impact sector
• Familiarity with employment administration, training coordination or performance management support
• Experience using AI tools for drafting, summarising meeting notes, workflow support or administrative productivity

We are not fixed on one exact background.
If your experience is relevant, your judgement is strong, and you are motivated to do your best work for BCF, we would love to hear from you.

The kind of person who will thrive here

At BCF, we hire for more than competence. We hire for character, judgement and how you work with others.

You lead with integrity

You handle information honestly, carefully and confidentially. You can be trusted with sensitive staff, EXCO, sub-committee and organisational matters.

You bring accountability

You follow through, keep things moving, close loops and do not let important details slip through the cracks.

You are organised and dependable

You like structure, keep records properly, manage timelines well and help create calm rather than confusion.

You work collaboratively

You coordinate well across teams, communicate clearly and support others in a practical, respectful way.

You show empathy and respect

You understand that HR and administration deal with people as much as processes. You communicate with care, discretion and professionalism.

You use judgement with digital and AI tools

You use technology to improve speed and quality, but you know that confidentiality, accuracy, fairness and human judgement cannot be outsourced.

Why join BCF

This is a chance to do work that is both practical and meaningful.

You will help strengthen the people, governance and operational backbone that supports BCF’s mission. You will be part of a team that values integrity, empathy, collaboration, accountability, innovation and mutual respect — not as slogans, but as everyday expectations.

If you are someone who takes pride in getting the details right, keeping things moving, and supporting a mission-driven organisation with steadiness and care, this role may fit you very well.

Working arrangements

• Official office hours are 9.00am to 6.00pm.
• This role is primarily office-based given the nature of HR operations, records handling, EXCO and sub-committee support, and day-to-day office administration.
• From time to time, this role may require flexibility outside regular office hours, including evenings and occasional weekends, to support EXCO meetings, sub-committee meetings, events or urgent operational needs.
• BCF supports flexible work arrangements where operationally feasible. Any such arrangements will be considered in line with role requirements, team needs and internal policy.
• Where work outside regular office hours is required, any time-off or other arrangements will be managed in line with BCF policy and the terms applicable to the role.

Application note

BCF is committed to a fair, merit-based and non-discriminatory hiring process. We assess applicants based on job-related skills, relevant experience and values-aligned behaviours. We welcome applicants from diverse backgrounds and can discuss reasonable adjustments to support an accessible hiring process where needed. Please submit only information relevant to your application, and do not include NRIC/FIN details at the initial application stage. Any personal data submitted will be used for recruitment purposes and handled in accordance with applicable data protection requirements.

We regret that only shortlisted candidates will be notified.