Full Time Executive - Senior Executive, Corporate Development Group Jobs, in NAC National Arts Council - Maukerja

[What the role is]

We are seeking a versatile Executive / Senior Executive to provide comprehensive corporate planning, secretariat, and administrative support across multiple departments within the Corporate Development Group, including Policy and Planning, Incentive Policy, Legal and Workplace departments. This role involves data collation and management, secretariat support, procurement and contract management, finance processes and general administrative support to ensure smooth operational workflows across these diverse business functions.

[What you will be working on]

Procurement, Contract Management, Finance and Budgeting support

• Assist departments with procurement and invoicing processes (e.g. putting up approval submissions, interface with VITAL and GeBIZ platform, including uploading documents for tenders, coordinating ITT/ITQ processes such as tender briefings, performing goods receipt functions and supporting contract variations, process monthly transport invoices). Ensure compliance with internal policies and procedures for all supported departments.

• Assist with Financial Year and quarterly budgeting activities for assigned departments within the Corporate Development Group, including tracking budget utilisation and performing virements as required.

Data Collation and Management

• Collate and upload of data (e.g. KPI, grant outcome data) onto data management and analytics platforms.
• Maintain accurate records and documentation for administrative processes.
• Ensure timely distribution of information across departments.

Secretariat Functions

• Assist Heads of Departments across the Corporate Development Group with calendar management, scheduling and meeting agenda coordination.
• Liaise with internal stakeholders and departments on preparing materials and coordination for meetings across the Corporate Development Group
• Coordinate and collate returns and submissions from multiple departments

Content & Communication Management

• Maintain and upload documents on the Intranet (e.g. grants documents, Legal page).
• Post announcements and updates on internal communication platforms as required across all supported departments.
• Update Singapore Government Directory Interactive (SGDI), Staff Directory, and telephone systems.

Event Support

• Support the organising of events for corporate departments, including scheduling, procurement of refreshments, room / venue booking, logistics support. Events can include brownbag training, board meetings and retreats, corporate events.

Executive and Office Admin Support

• Manage staff onboarding and offboarding processes including workstation allocation, eSim assignments, and name card printing.
• Coordinate access permissions for vending machines and printers.
• Monitor NAC's generic email box and distribute correspondence to staff for their follow-up.
• Handle postal mail distribution to departmental pigeonholes.
• Coordinate daily newspaper distribution.
• Coordinate supply chain management for stationery and pantry items (including monitoring inventory levels).
• Manage subscription services and monthly payment processing.
• Perform various ad-hoc administrative tasks as assigned by reporting officers and Heads of Departments.

[What we are looking for]

• Preferred experience in Business Administration, Corporate Communications, Finance, or related field.
• 3 to 5 years of corporate planning, secretariat, finance processing, or administrative support experience, preferably in a corporate or government environment with multi-departmental support experience.
• Knowledge of government procurement processes, regulations and finance processes (e.g. claims).
• Experience with GeBIZ procurement platform and tender processes preferred.
• Proficiency in Workday or similar ERP systems for payment and claims processing.
• Experience in budget management, financial tracking, and reporting across multiple cost centres.
• Strong Microsoft Office Suite skills (Excel, Word, PowerPoint).
• Previous experience in secretariat roles and meeting coordination.
• Familiarity with data management and analytics platforms.
• Experience with content management systems (e.g. intranet).