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.