Administrative Executive

[What the role is]

The Administrative Executive supports the Arts & Culture Division's operations by managing financial processes, procurement, and administrative functions to ensure smooth day-to-day operations. The role provides essential logistics and coordination support for major PA events such as the Chingay Parade, enabling the Division to deliver high-quality arts and cultural programmes that build and bridge communities. Through meticulous record-keeping, stakeholder coordination, and operational support, the role contributes to PA's mission of sparking and nurturing community participation for a caring and united Singapore.

[What you will be working on]

• Manage procurement and financial processes, including raising purchase orders, calling quotations and tenders, and processing invoices, to ensure timely and compliant financial operations for the Division.
   
• Maintain and update records in PA data management systems (e.g. OnePA, Volunteer Management System, GevMe) to ensure accurate and accessible information for operational and reporting purposes.
   
• Support e-filing operations and manage division documents and correspondence to ensure proper records management and ease of retrieval.
   
• Provide secretarial and administrative support, including booking and setting up meeting rooms and managing office supplies and equipment, to facilitate smooth divisional operations.
   
• Manage the public hotline for major events such as the Chingay Parade to ensure timely and professional handling of public enquiries.
   
• Act as Production Manager for Chingay performing groups by sourcing and recruiting groups for participation and overseeing all aspects of their involvement in the parade — including costumes, props, choreography, rehearsals, administrative support, and budget management — to ensure each group's performance meets the quality and artistic standards of the Chingay Parade.
   
• Provide logistics and administrative support during Chingay Parade rehearsals, event days, and other shows and events outside office hours to ensure successful event execution.

[What we are looking for]

Must-haves:

• At least 1 year of experience in clerical or general administration work
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
• Meticulous with strong attention to detail, and able to manage multiple tasks under tight timelines
• Good written and spoken communication and interpersonal skills
• Resourceful, proactive, and self-motivated
• Willing to work irregular hours and on weekends when required
   

Nice-to-haves:

• At least 3 years of experience in clerical or general administration work, with exposure to financial processes such as procurement and invoicing
• Familiarity with government procurement systems (e.g. GeBIZ, Workday)