Administrative Executive

[What the role is]

The Administrative Executive provides essential secretarial, procurement administration, and records management support to senior leaders and their respective Groups, enabling them to focus on strategic priorities. The role ensures smooth day-to-day office operations by maintaining efficient administrative services, upholding proper governance in procurement and records management, and providing reliable coverage of duties across the Group Administrative Unit (GAU).

[What you will be working on]

Secretarial and Clerical Support

• Manage calendars, schedule meetings, arrange logistics and travel, prepare agendas and follow-up actions, and support Group and Division activities such as staff events and public events, to ensure the Deputy Chief Executive, Assistant Chief Executive, or Group Director and their teams are well-supported in their day-to-day operations.
• Maintain office supplies, assets, and inventories, monitor shared mailboxes, manage room bookings, and update the staff directory on the Intranet, to ensure a well-organised and functional working environment.

Records Administration

• Support Records Managers in filing, retrieving, maintaining, and disposing of hardcopy and digital records in accordance with the National Archives of Singapore requirements and PA's e-registry standards, to ensure proper records governance and compliance.

Procurement Administration

• Execute end-to-end procurement operations for goods and services to ensure timely and compliant procurement in accordance with government policies and procedures, including:
  • Raising approval of requirements (AORs);
  • Publishing quotations/tenders and awards;
  • Collating bids received from publication of quotations/tenders, ensuring the adherence to the completeness of the proposal to be submitted in GeBIZ;
  • Monitoring and tracking the publication/award/contract variations/exercise options;
  • Issuing Purchase Orders (POs);
  • Performing goods receipts;
  • Downloading and forwarding e-invoices to respective officers for verification before payments;
  • Facilitating payment to external parties.
     
• Advise Divisions on the availability of Demand Aggregation (DA) contracts in the Government Electronic Business (GeBIZ) system for purchases above $6,000 and on the use of appropriate procurement templates, to support informed and governance-compliant purchasing decisions.

[What we are looking for]

Additional Roles

• Perform job-related tasks and projects as assigned such as review processes for improvements and system enhancement/automation to streamline workflows and standard operating procedures (SOPs).

Covering Duties

• Cover responsibilities for other officers within the Group Administrative Unit during absences or vacancies, to ensure business continuity.

What we are looking for

Experience: No prior experience required; some secretarial or administrative experience is preferred.

Technical Skills: Proficiency in Microsoft Word and Excel; familiarity with GeBIZ and Workday is an advantage.

Soft Skills: Meticulous and organised, with strong follow-through and the ability to manage multiple tasks concurrently; good written and verbal communication skills; a team player who is able to work independently with minimal supervision.