Freelance Project Executive / Senior Executive (School Redevelopment) - Part-Time

Grace Orchard School (“School”) serves students who have been diagnosed with Mild Intellectual Disability (MID), some of whom also have Mild Autism Spectrum Disorders (ASD). An initiative of True Grace Presbyterian Church and Providence Presbyterian Church, the School operates under the umbrella of Presbyterian Community Social Services, providing a nurturing and empowering learning environment for every student. 

The School is being redeveloped and will be ready in 2029. We are seeking a meticulous, highly organized, and proactive (Senior) Executive (School Redevelopment) to support the Assistant Manager (Special Projects) under the Vice-Principal (Administration) in the day-to-day administration and operations in this redevelopment.

The job is a free-lance position, requiring 3 full work-days or 24hrs cumulative work hours a week over2 years till Feb 2029.

Job Description

In this role, you will be the administrative backbone of the project. Your focus will be on keeping the project moving smoothly by managing payment administration, maintaining rigorous documentation, and coordinating Ulti-stakeholder meetings. You will also support the Assistant Manager during discussions with Grace Orchard School’s Key Personnel, helping to document operational needs so they can be accurately communicated to technical teams.

This is an excellent opportunity for an organised coordinator who is eager to learn, possesses a baseline understanding of project workflows, and thrives on keeping complex projects organised.

Responsibilities

You will support the school leaders and management in the following areas:

1. Project Administration & Document Control. Payment Administration ensuring budget adherence. Record-Keeping on all project briefs, blueprints, minutes, and regulatory correspondences. Progress Tracking and reporting including preparing clear, grounded updates for school leadership and external committees.

2. Meeting Coordination & Documentation. Logistics & Scheduling: Coordinate and schedule project meetings including minutes, highlighting key decisions and follow-up actions and ensuring dissemination to stakeholders. 

3. Stakeholder Coordination & Liaison

• Internal Engagement to Key Personnel within the School, including gathering feedback and managing expectations with empathy and clarity, spanning construction to educational needs. 

• Deep-Dive Learning to understand school’s Special Education frameworks, student profiles, and daily operations.

• Work closely with Assistant Manager (Special Projects) to translate operational and teaching needs into functional technical requirements for the construction and design teams.

4. Administrative and other work

• Support in the preparation of plans, reports and related administrative work.

• Participate in meetings with internal and external stakeholders as required Support the coordination and liaising for assigned projects, including arranging meetings and following upon correspondences.

• Undertake any other reasonable projects or work assigned by school leaders. 

Requirements

• Diploma or Bachelor’s Degree in Project Management, Building/Construction, Facilities Management, Business Administration, or a related field.

• 1 to 2 years of experience in project coordination, administrative support, or operations management. Fresh graduates with a strong track record of organisation and a willingness to learn are welcome to apply. Basic familiarity with administrative and project management workflows. 

• Highly systematic with an eye for detail; enjoysbbringing order to complex schedules and documentation. 

• Team player, excellent communicator, comfortable interpersonally and able to execute operationally.

• Eager to learn how a Special Education school functions and able to capture the details of technical and operational discussions accurately. 

• Self-motivated to chase deadlines and ensure administrative tasks are completed on time. 

• A willingness to seek out feedback to refine and develop their skills.

• Passion for inclusion and the disability community.

Working Conditions

This is a free-lance position. You will be provided with a school laptop and necessary access to the current and new school sites. The executive will split time between the administrative office and project meetings, with occasional site visits alongside the Assistant Manager. The working hours and working location per day and work day a week is flexible and subject to redevelopment needs, capped at 24hrs per week or three, eight-hour workdays a week.