Personal Assistant to CEO & Board Secretariat

Job Summary

The Personal Assistant to CEO & Board Secretariat provides high-level executive, administrative and governance support to the Chief Executive Officer, Chairman, Board and Board Committees of Ju Eng Home.

The role serves as a key coordination point between the CEO, Chairman, Board members, Management team and external stakeholders. The incumbent is responsible for managing the CEO’s office, coordinating Board and committee matters, preparing meeting materials, recording minutes, tracking decisions and action items, maintaining governance records and supporting the timely execution of organizational priorities.

As this is a senior and trusted appointment, the incumbent is expected to exercise sound judgement, discretion, professionalism and a high level of confidentiality when handling sensitive governance, employee, resident, financial, regulatory and organizational information.

Key Responsibilities

1. Executive Support to the CEO

• Provide comprehensive and proactive executive support to the CEO in managing the priorities and activities of the CEO’s office.
• Manage the CEO’s calendar, appointments, meetings, visits, travel arrangements and official engagements.
• Prioritise meeting requests and commitments, taking into account organizational priorities, urgency and stakeholder requirements.
• Prepare meeting briefs, background information, presentation materials, reports, correspondence and other documents required by the CEO.
• Review incoming correspondence and requests, identify matters requiring the CEO’s attention and coordinate timely follow-up.
• Draft professional emails, letters, memoranda, reports and communications on behalf of the CEO, where authorized.
• Organize and maintain a structured system for the CEO’s documents, records, correspondence and confidential information.
• Anticipate the CEO’s information and administrative requirements and ensure that relevant materials are available before meetings and engagements.
• Support the CEO in monitoring key organizational priorities, management commitments and outstanding action items.
• Exercise appropriate judgement in managing access to the CEO and escalating urgent or sensitive matters.

2. Board and Committee Secretariat Support

• Coordinate Board, EXCO and Board Committee meetings in consultation with the Chairman, CEO and respective Committee Chairs.
• Prepare and maintain the annual calendar of Board, EXCO and Committee meetings.
• Coordinate meeting dates, attendance, apologies, venues, online meeting arrangements and other logistical requirements.
• Develop draft meeting agendas in consultation with the Chairman, CEO and relevant Committee Chairs.
• Coordinate the timely submission, collation, review and circulation of meeting papers and supporting documents.
• Check that Board and Committee papers are complete, properly presented and submitted within the required timelines.
• Attend Board, EXCO and Committee meetings as secretariat and prepare clear, accurate and professional minutes.
• Record key deliberations, decisions, approvals, abstentions, declarations of interest and follow-up actions.
• Maintain Board and Committee action registers and follow up with responsible parties on outstanding matters.
• Circulate draft minutes for review and arrange for the confirmation and proper retention of approved minutes.
• Maintain an organized and secure repository of meeting agendas, papers, minutes, resolutions and supporting records.
• Facilitate written or circular resolutions when required and maintain the corresponding approval records.
• Support the Chairman and Committee Chairs in monitoring the implementation of Board and Committee decisions.
• Maintain strict confidentiality overboard discussions, papers, minutes and decisions.

3. Governance Administration and Board Records

• Support the CEO and Chairman in maintaining appropriate governance documentation and administrative processes.
• Maintain updated records of Board and Committee composition, appointments, terms of office, attendance and committee membership.
• Maintain the Board contact directory and relevant appointment and resignation records.
• Coordinate the completion and retention of annual declarations of interest, confidentiality undertakings and other governance declarations.
• Flag actual or potential conflicts of interest for the attention of the Chairman or relevant Committee Chair.
• Accurately record recusals, abstentions and other conflict-management measures in the meeting minutes.
• Support the onboarding and orientation of newly appointed Board and Committee members.
• Prepare induction materials, governance documents, organizational information and meeting schedules for new Board members.
• Coordinate Board training, development activities and governance briefings.
• Maintain records of Board training, attendance and relevant governance disclosures.
• Support periodic reviews of Board and Committee Terms of Reference, governance policies and the annual governance calendar.
• Assist in compiling information required for governance evaluations, annual reports and regulatory submissions.
• Coordinate administrative follow-up for Board appointments, resignations and changes in office bearers.
• Support submissions and record updates with the Registry of Societies, Commissioner of Charities, Charity Portal and other relevant authorities, where assigned.
• Ensure that governance documents are version-controlled, securely retained and readily retrievable for authorized purposes.

The governing Board remains responsible for the governance and effective operation of the charity. This position supports the Board administratively and does not assume the Board’s decision-making authority. Singapore’s charity governance guidance also requires documented processes for managing declarations and conflicts of interest.

4. Management Meetings and Organizational Follow-Up

• Coordinate Management, leadership and other organizational meetings chaired by the CEO.
• Prepare agendas, meeting materials, presentations, minutes and action registers.
• Monitor decisions and commitments arising from Management meetings and follow up with the relevant department heads.
• Provide the CEO with timely updates on overdue, urgent or high-priority action items.
• Assist in coordinating cross-departmental initiatives and matters requiring input from several departments.
• Maintain a central record of key organizational decisions, deadlines and deliverables.
• Support the preparation of Management reports and updates for presentation to the Board and Committees.
• Assist the CEO in ensuring that Board-approved directions are communicated to the appropriate members of Management.
• Track the implementation status of approved organizational plans and initiatives without assuming the operational responsibilities of the respective department heads.

5. Regulatory and Stakeholder Coordination

• Provide administrative coordination for engagements with MOH, AIC, MCCY, the Commissioner of Charities, the Registry of Societies and other relevant authorities or sector partners.
• Coordinate meetings, visits, inspections, briefings and official correspondence involving the CEO, Chairman or Board.
• Assist in compiling documents and information requested by authorities, auditors, funders and sector partners.
• Work with the relevant department heads to ensure that submissions are complete and provided within the required timelines.
• Maintain records of official correspondence, submissions, approvals and follow-up actions.
• Support the CEO in preparing for regulatory visits, stakeholder meetings and organizational presentations.
• Coordinate responses to external requests while ensuring that technical, clinical, financial or legal information is verified by the responsible department.
• Maintain professional working relationships with external stakeholders, donors, community partners and service providers.
• Represent the CEO’s office professionally in all interactions with internal and external stakeholders.

MOH regulates the delivery of nursing home servicesunder the Healthcare Services Act. The PA may coordinate related documents andmeetings but should not be made personally accountable for clinical governanceor licensing compliance unless separately and formally appointed to anapplicable role.

6. Correspondence and Communication

• Draft and coordinate correspondence from the CEO’s office to Board members, employees, authorities and external stakeholders.
• Ensure communications are accurate, professional, appropriately authorised and issued within the required timelines.
• Support the preparation of CEO and Chairman messages, speeches, presentations, briefing notes and organizational announcements.
• Coordinate the circulation of approved Board and Management communications.
• Liaise with relevant departments to verify information before it is communicated externally.
• Maintain a proper record of significant correspondence issued or received by the CEO’s office.
• Handle enquiries to the CEO’s office professionally and direct them to the appropriate party.
• Exercise sensitivity and sound judgement when handling communications relating to employees, residents, families, Board members or organizational matters.
• Ensure that confidential or privileged information is not disclosed to unauthorized persons.

7. Confidentiality, Data Protection and Records Management

• Maintain the highest level of confidentiality when handling Board, Management, employee, resident, financial, legal and regulatory information.
• Ensure that confidential documents are securely stored, transmitted, accessed and disposed of in accordance with organizational requirements.
• Maintain orderly electronic and physical filing systems for the CEO’s office and Board Secretariat.
• Apply appropriate access controls and document-classification practices.
• Ensure that documents are accurately named, dated, version-controlled and retained in accordance with applicable policies.
• Exercise particular care when handling personal data, medical information, employee records, remuneration matters and Board correspondence.
• Report suspected loss, unauthorized access, disclosure or misuse of confidential information promptly.
• Comply with the Personal Data Protection Act and Ju Eng Home’s data-protection, cybersecurity and confidentiality policies.
• Support authorized document retrieval for audits, governance reviews, investigations or regulatory inspections.

The PDPA establishes baseline requirements governing the collection, use, disclosure and protection of personal data in Singapore.

8. Special Projects and Organizational Support

• Support the CEO and Chairman in selected strategic, governance and organizational-development projects.
• Conduct research, compile information and prepare summaries, reports or presentation materials.
• Coordinate project meetings, timelines, deliverables and stakeholder inputs.
• Monitor project progress and highlight delays, dependencies or matters requiring the CEO’s decision.
• Support organizational events, official visits, Board retreats, strategic planning sessions and stakeholder engagements.
• Coordinate with internal departments and external parties to ensure that assigned projects are completed effectively.
• Undertake confidential assignments or reviews as directed by the CEO.
• Maintain appropriate project documentation and follow-up records.

9. Professional Conduct and Relationship Management

• Build effective and respectful working relationships with the Chairman, Board members, CEO, Management team and employees.
• Demonstrate professionalism, tact and emotional intelligence when managing sensitive or competing requests.
• Remain neutral and objective when supporting different Board members and members of Management.
• Avoid making commitments or representations on behalf of the Board or CEO unless specifically authorized.
• Maintain appropriate professional boundaries and avoid involvement in matters that may create an actual or perceived conflict of interest.
• Escalate sensitive governance, legal, employee or reputational matters to the CEO or Chairman, as appropriate.
• Demonstrate reliability, responsiveness and sound judgement in a fast-paced and confidential working environment.
• Uphold Ju Eng Home’s values, policies and standards of conduct.

Ad-hoc Duties

• Coordinate official visits, Board functions, management retreats and organizational events.
• Arrange travel, accommodation, transportation and itineraries for authorized official engagements.
• Provide administrative support during regulatory inspections, audits, emergencies or major organizational events.
• Assist with the preparation of annual reports, governance reports and Board presentations.
• Support the collation of documents for grant, funding, licensing and accreditation matters where assigned.
• Provide temporary secretariat support to organizational workgroups or committees.
• Carry out other reasonable duties and confidential assignments as directed by the CEO or Chairman.

Job Requirements

Qualifications

• Degree or diploma in Business Administration, Management, Corporate Governance, Communications, Legal Studies or another relevant discipline.
• Relevant qualifications in corporate secretarial practice, governance, administration or project management would be advantageous.
• Training in minute writing, records management, data protection or charity governance would be advantageous.

Experience

• At least eight years of relevant executive support, administration, governance or secretariat experience.
• At least three years of experience directly supporting a CEO, senior executive, Chairman, Board or Board Committees.
• Previous experience in healthcare, a nursing home, Community Care, a charity, an IPC or the social service sector would be highly advantageous.
• Demonstrated experience in preparing Board papers, taking senior-level meeting minutes and tracking governance actions.
• Experience dealing with government agencies, regulators, auditors or senior external stakeholders would be advantageous.
• Experience handling highly confidential and sensitive information is essential.

Knowledge and Competencies

• Strong understanding of executive-office and Board-secretariat practices.
• Familiarity with Singapore charity governance requirements and the operating environment of a nursing home or Community Care organization.
• Excellent written and spoken English, with strong professional drafting and minute-writing ability.
• Strong planning, organization, prioritization and time-management capabilities.
• Ability to manage several deadlines, meetings and stakeholders simultaneously.
• High level of discretion, integrity, diplomacy and emotional intelligence.
• Strong attention to detail and ability to identify inconsistencies, missing information and outstanding actions.
• Ability to exercise sound judgement and distinguish between matters requiring action, escalation or confidentiality.
• Strong interpersonal and stakeholder-management skills.
• Proficient in Microsoft Office, virtual meeting platforms, document-management systems and presentation software.
• Able to work independently with limited supervision.
• Able to support meetings or urgent matters outside normal working hours when reasonably required.