Administrative Assistant to the Executive Director

Position Overview

2. About GYLDC

The Global Youth Leadership Development Council (GYLDC) is a Singapore-based non-profit organisation dedicated to developing the next generation of leaders through education, capacity-building, and international collaboration on the United Nations Sustainable Development Goals (SDGs). GYLDC designs and delivers flagship programmes, summits, and learning journeys that connect young people with mentors, institutions, and opportunities across Asia and beyond.

3. Purpose of the Role

The Administrative Assistant will provide comprehensive administrative, human resources, contracts, and billing support to the Executive Director, ensuring the smooth day-to-day operation of GYLDC. The successful candidate will act as a reliable point of coordination across internal team members, external partners, vendors, and programme stakeholders. This role is well suited to a recent graduate seeking meaningful exposure to the operations of an internationally engaged non-profit.

4. Key Responsibilities

4.1 Executive Support to the Executive Director

• Manage the Executive Director’s calendar, schedule meetings, and coordinate agendas across multiple time zones.
• Draft, format, and proofread correspondence, memos, meeting notes, and presentations.
• Prepare briefing materials and background documents ahead of meetings and engagements.
• Coordinate travel arrangements, itineraries, and expense claims as required.
• Track action items arising from meetings and follow up to ensure timely completion.

4.2 General Administration

• Maintain organised digital filing systems for GYLDC records, documents, and correspondence.
• Support the preparation of board papers, reports, and organisational documentation.
• Serve as a first point of contact for general enquiries and route them appropriately.
• Coordinate with programme teams to ensure administrative deliverables are met on schedule.

4.3 Human Resources Support

• Maintain accurate and confidential staff and intern records.
• Support recruitment logistics: posting vacancies, scheduling interviews, and corresponding with candidates.
• Coordinate onboarding and offboarding processes, including documentation and orientation.
• Track leave, timesheets, and attendance in accordance with GYLDC policies.
• Assist in maintaining and updating HR policies, templates, and the staff handbook.

4.4 Contracts Administration

• Prepare, format, and process contracts, agreements, and memoranda of understanding using approved templates.
• Manage the contracts register, ensuring accurate records of counterparties, dates, values, and key clauses.
• Track contract milestones, renewals, and expiries, and flag these to the Executive Director in advance.
• Coordinate signatures, filing of executed copies, and archival of contract documentation.

4.5 Billing and Finance Support

• Prepare and issue invoices to partners, sponsors, and programme participants in a timely manner.
• Track receivables and payables, and follow up on outstanding payments professionally.
• Process vendor invoices, staff reimbursements, and expense claims for review and approval.
• Maintain supporting documentation for all financial transactions in a manner ready for audit.
• Liaise with the appointed accountant, bookkeeper, or finance service providers as needed.

5. Key Deliverables

• An accurate, up-to-date calendar and action-tracking system for the Executive Director.
• A well-maintained digital filing system and contracts register.
• Complete and audit-ready HR records for all staff and interns.
• Timely issuance of invoices and reconciliation of receivables and payables.
• Monthly administrative and billing status reports to the Executive Director.

6. Qualifications and Requirements

6.1 Essential

• Education: Bachelor’s degree from a recognised institution, obtained within the last two years.
• Language: Excellent written and spoken English, with the ability to draft clear and professional correspondence.
• Attention to detail: Demonstrated accuracy in written work, data entry, and document handling.
• Digital literacy: Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and video-conferencing tools.
• Remote work readiness: Reliable internet connection, a dedicated workspace, and the self-discipline to work productively without direct supervision.
• Integrity and discretion: Ability to handle confidential information with professionalism.
• Availability: Able to commit to 40 hours per week with core hours overlapping Singapore Standard Time (GMT+8).

6.2 Desirable

• Prior internship or part-time experience in administration, HR, finance, or non-profit operations.
• Familiarity with basic bookkeeping concepts and invoicing tools (e.g. Xero, QuickBooks).
• Interest in youth development, education, and the United Nations Sustainable Development Goals.
• Experience with project-management or collaboration tools (e.g. Notion, Trello, Asana, Slack).

7. Personal Attributes

• Highly organised, methodical, and dependable.
• Proactive, with a strong sense of ownership and follow-through.
• Comfortable working across cultures and time zones.
• A team player who communicates clearly and courteously.
• Eager to learn and grow within a dynamic non-profit environment.

8. Working Arrangements

The Administrative Assistant will work remotely on a full-time basis (40 hours per week). Core working hours will align with Singapore Standard Time (GMT+8), with reasonable flexibility for occasional meetings outside these hours to accommodate international partners. The successful candidate is expected to have a suitable home working environment, including reliable internet access and appropriate hardware.

9. Performance Review

Performance will be reviewed at the end of a three-month probationary period and annually thereafter, against the responsibilities and deliverables outlined in these Terms of Reference.

How to Apply

Interested candidates are invited to submit their application to jay.ngoun@ungyldc.org by 30 September 2026.

Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview. GYLDC is an equal-opportunity employer.