Executive Assistant, Rise Above

About Halfway House

Rise Above Halfway House is the first secular halfway house for women offenders undergoing community rehabilitation programmes, and is the second all- women residential halfway house in Singapore. It is structured with arange of programmes and interventions to provide a safe and holistic therapeutic space for women residents to rebuild their lives as well as reconnect with family and community.

Job Responsibilities

1. Administrative, Financial & Clerical Support

• Provide comprehensive administrative support to centre to ensure smooth service delivery.
• Manage all logistics and expenditure records including filing, tracking, correspondences and documentation for the team.
• Manage procurement and purchases related to office administration.
• Attend to telephone calls, emails, texts and general inquiries, directing them appropriately.
• Ensuring office supplies, fridge & pantry is sufficient for team productivity.
• Ensure logistical needs such as accommodation, bedding, clothing, food, security, and maintenance are efficiently managed.
  
• Facilitating the logistical onboarding and offboarding of incoming and outgoing staff / interns.
• Submission of Staff Deployment Form to HR.

2. Operations & Facility Management

• Oversee the management of office supplies, assets, and inventories, including procurement, donations-in-kind records and replenishment of essential items.
• Support the maintenance of facilities and equipment, ensuring that the workspace is functional and conducive for both staff, residents and visitors.
• Liaise with vendors, contractors, and external service providers for repairs, maintenance, and logistics coordination.
• Implement office operational procedures to improve efficiency and service delivery.
• Management of cleaning vendor / personnel.

3. Compliance & Reporting

• Ensuring proper documentation and record-keeping to meet compliance, auditing, and funding requirements.
• Preparing Centre's budget and project expenditure yearly.
• Process the monthly invoices as per organisational workflow.
• Maintain confidentiality and uphold data protection standards in handling client and organisation information.
• Support the team in policy and procedure implementation, ensuring alignment with halfway house regulations and best practices.
• Ensuring workplace safety and health standards, by maintaining Centre's facilities and logistics.
• Preparing and submitting incident reports (where applicable).

4. Programme & Client Support

• Assist in the planning, coordination, and execution of halfway house programmes and activities, by providing administrative and logistical support.
• Maintain an accurate and updated client profile database to track progress, participation, and interventions.
• Support in various areas including operational, programme and case management needs, e.g., work site visits, home visit, escorts, inspections, emplacements, learning journeys, preparation of case files for audit, documentation of sitreps (if any).

Job Requirements

• Diploma in Business Administration, Office Management, or a related field.
• At least 3-5 years of relevant administrative or executive support experience, preferably in the social service, healthcare, or non-profit sector.
• Experience in handling confidential information, coordinating meetings, preparing reports, and liaising with stakeholders is essential.
• Familiarity with sound financial processes, social service sector lingo, or working in regulated environments (e.g., halfway houses) is an advantage.