Executive Assistant

Position Summary

The Executive Assistant (Administration & Front Office) serves as the first point of contact for residents, family members, visitors, volunteers, donors, vendors and other stakeholders of St. John's Home. Reporting directly to the CEO, the incumbent is responsible for ensuring the smooth and efficient operation of the reception and front office functions while providing administrative and secretarial support to the CEO and Management Team. The role plays a key part in creating a welcoming, professional and service-oriented environment, supporting effective administration, stakeholder engagement and the overall corporate image of the Home.

Purpose of Position

The Executive Assistant (Administration & Front Office) supports the CEO in ensuring the smooth operation of administrative and front office functions within the Home. The role serves as a central coordination point for residents, family members, visitors, volunteers, donors, vendors and external stakeholders, contributing to a positive service experience and upholding the values, reputation and professional image of St. John's Home.

Reporting Relationships

Reports To: Chief Executive Officer (CEO)

Supervises: Nil

Internal Working Relationships

• Clinical Services
• Human Resource
• Finance & Administration
• Facilities Management
• Volunteer & Community Engagement Team

External Working Relationships

• Residents and Next-of-Kin
• Volunteers and Donors
• Vendors and Service Providers
• Government Agencies and Regulators
• Community Partners
• Visitors and Guests

Key Result Areas

Front Office & Visitor Experience

• Serve as the first point of contact for residents, family members, visitors and stakeholders.
• Ensure all visitors are welcomed in a professional, courteous and timely manner.
• Manage visitor registration and enquiries in accordance with the Home’s policies and security requirements.
• Maintain a positive and welcoming reception environment.

Executive & Administrative Support

• Provide administrative and secretarial support to the CEO.
• Coordinate appointments, meetings, schedules and related logistics.
• Assist in the preparation of correspondence, reports, presentations and meeting materials.
• Support the organisation of Board meetings, management meetings and official functions.

Administration & Office Operations

• Maintain accurate records, filing systems and administrative documentation.
• Manage incoming calls, correspondence, mail and courier services.
• Support procurement, office administration and departmental coordination as assigned.
• Ensure the efficient and timely completion of administrative tasks.

Stakeholder & Corporate Support

• Support stakeholder visits, donor engagements, volunteer activities and corporate events.
• Coordinate communication and arrangements with vendors and service providers.
• Uphold the professional image and reputation of St. John’s Home in all interactions.

Compliance & Confidentiality

• Protect the confidentiality of resident, employee and organisational information.
• Ensure compliance with organisational policies, procedures and regulatory requirements.
• Support proper document control, record retention and information management practices.

Qualifications and Experience

• Minimum GCE A Level, NITEC, Higher NITEC or Diploma qualification or equivalent.
• Diploma in Business Administration, Office Management, Hospitality, Customer Service or a related discipline will be an advantage.
• Minimum three (3) years of relevant experience in administration, executive support, customer service, reception or office management.
• Experience supporting senior management or executives will be an advantage.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Experience in healthcare, eldercare, social service or non-profit environments will be an advantage.

Core Competencies

• Service Excellence: Demonstrates a customer-focused mindset and commitment to delivering excellent service.
• Communication Skills: Possesses strong verbal and written communication skills.
• Organisation & Planning: Able to manage multiple priorities and deadlines effectively.
• Interpersonal Skills: Demonstrates empathy, patience and respect when interacting with seniors and families.
• Confidentiality & Integrity: Exercises discretion when handling sensitive information.
• Initiative & Problem Solving: Works independently and proactively to resolve issues.
• Adaptability & Teamwork: Works collaboratively across departments and responds positively to changing priorities.

Performance Evaluation

• Quality and timeliness of work
• Professionalism and customer service
• Accuracy of records and documentation
• Responsiveness to CEO and organisational needs
• Communication and interpersonal effectiveness
• Teamwork and collaboration
• Compliance with policies and confidentiality requirements
• Initiative, reliability and problem-solving capability