Executive

Administration: • Provide direct administrative support to the Head of Administration, including preparing documents, coordinating follow-up and helping to keep departmental priorities on track. • Maintain accurate organisational records and trackers assigned by the Head of Administration, in line with procedures and confidentiality requirements. • Coordinate schedules, meetings, venue bookings, communications, registration, transport and other logistics for assigned activities. • Prepare correspondence, forms, reports, presentations, minutes and simple tracking updates as required. • Support purchasing and inventory administration, including obtaining quotations, tracking orders and organising supporting documents for Finance. • Help maintain orderly, shared files, templates and handover records, and follow up on agreed action items. • Carry out other administrative duties assigned by the Head of Administration. IT support: • Support the Head of Administration in implementing the organisation's IT work plan, maintaining oversight of outstanding issues and coordinating with the appointed IT provider. • Provide first-line assistance to staff with laptops, accounts, Microsoft 365, printers, connectivity and common software issues; document and escalate problems beyond the role's access or expertise. • Maintain the IT asset and license registers, including device assignment, condition, warranties and renewal dates. • Support staff onboarding and offboarding by coordinating devices, account requests, access changes and equipment return with the approved IT provider or administrator. • Liaise with vendors and the managed service provider on support tickets, repairs, replacements, updates and agreed IT projects. • Promote basic cyber hygiene and follow approved access, backup, data protection and incident reporting procedures. Do not make security or system changes without authorisation. Youth out reach and relationships: • Map communities and identify ways to reach children and youth, especially those with fewer opportunities for structured activities; build trust through consistent, respectful contact. • Recruit and register participants, follow up with new or absent youth, identify barriers to participation and develop appropriate mentoring relationships. • Maintain participant and attendance records, note emerging support needs and leadership potential, and refer concerns or needs to the appropriate staff or services. • Build relationships with schools, the Social Service Office, community organisations and other partners; coordinate outreach activities, school programme proposals and appropriate referral pathways. Football and youth development: • Coordinate regular training with Football Plus, coaches and volunteers, including schedules, venues, equipment, transport, attendance, competitions and other activities. • Work with coaches to align sessions with youth development goals, integrate values appropriately, monitor participation and progress, and build a positive club culture. The Executive need not be the head football coach. • Coordinate volunteers and mentors, including recruitment, scheduling, support and completion of required onboarding before unsupervised youth contact. • Where approved, organise education or tuition support by coordinating tutors, learning sessions and attendance, and connecting young people with further support when needed. • Engage parents and guardians through onboarding, consent, regular communication, follow-up and family activities. • Complete programme risk assessments and incident records, follow safeguarding and transport procedures, and promptly escalate welfare or safety concerns. Fundraising and programme accountability: • Coordinate the youth outreach and football fundraising portfolio with the relevant leadership and Finance staff, including campaign and event planning, proposals, sponsor and donor follow-up, and tracking commitments and outcomes. • Keep programme budgets, spending and funding needs visible to the programme lead; follow approval and donation handling procedures. • Provide a monthly programme update covering youth reached, attendance and retention, mentoring and education support, partnerships, volunteers, safety matters, spending and funding needs. Requirements: • Experience coordinating youth, sports, community or volunteer activities; familiarity with grassroots football and youth development is an advantage. • Able to build trust with young people and families and work effectively with coaches, schools and community partners; fundraising or donor engagement experience is an advantage. • Sound administrative and organisational skills, with attention to records, deadlines and follow-up. • Practical familiarity with Microsoft 365 and common workplace devices, and the ability to troubleshoot routine IT issues and work effectively with technical vendors. • Able to communicate respectfully with young people, families, volunteers, partners and colleagues. • Willing to work some evenings or weekends when football sessions or events require it, with scheduling arranged by the organisation. • Commitment to safeguarding, confidentiality and Teen Challenge (Singapore)'s mission and values.