Operations & Administration Executive
2 weeks ago
Roles & Responsibilities
Overview:
Gateway Arts is committed to building a vibrant arts community on positive values, and is dedicated to creating works that impact society. Championing current social issues faced by youth and children using the arts is our core business.
At Gateway Arts, we have a creative and dynamic team who shares this common vision. If you have a strong passion for the arts and would like to play a part in developing Singapores arts landscape, we welcome you to join us for a challenging and fulfilling career.
You will play a key role in supporting the team in operations and administration of the company in a fast-paced and high-performance environment. You are required to work with various stakeholders consisting of internal departments, Government agencies to oversee the companys operations and administration to support the various Gateway Arts programmes.
Duties & Responsibilities:
· Responsible for the companys administration, including checking and submitting staff claims and vendor invoices, generating delivery orders, official receipts, downloading tender documents and submitting the companys bids on GeBIZ, etc.
· Handle secretariat duties for all meetings, including scheduling meetings, preparing agendas, taking minutes, booking of meeting rooms, sending out minutes, etc.
· Responsible for the companys financial operations, including asset and inventory tracking, handling audit queries, generating quotations and invoices, submitting tax invoices on Vendors@Gov, etc.
· In-charge of processing donations, including checking donations submission, replying donation emails, updating donation reports, preparing official receipts and letters of appreciation, etc.
· Assist and support the companys production and event logistics, including planning, scheduling, managing the Front-of-House such as manpower, transportation, equipment, and technical support.
· Oversee and manage the maintenance and updating of the companys standard operating procedures, databases, systems, and records, and to ensure data accuracy and confidentiality.
· To manage internal and external stakeholders to best support the day-to-day functions of the companys operations.
· Assist in coordinating and managing company-wide communication to internal and external stakeholders.
· Assist in human resource management, including manpower resourcing, new employee onboarding and benefits administration.
· Assist in the implementation of human resource policies and procedures, and ensure adherence to the companys policies.
· Support the holistic development of staff and interns, including the management of intern placement programmes.
· Leverage on technology to streamline, manage and review internal processes and control points to ensure effective and efficient administration of donation and operational matters.
· Assist in improving the efficiency of the companys work processes, including the implementation and use of relevant software to streamline administrative and operational processes (e.g. managing project timelines).
· Assist and support the companys fundraising gala, special projects, events, and initiatives as required.
Requirements:
· Diploma or Bachelor's degree in Business Administration, Arts Management, or related fields.
· At least 5 years of experience in operations and administration role in an arts venue or a performing arts/theatre company is an advantage.
· Comfortable in a fast-paced environment while able to perform operations and administration functions effectively, able to multi-task and work under pressure.
· Time management, planning and organisational skills are essential.
· Strong critical thinking, problem-solving and project management skills.
· Effective verbal and written communication skills.
· Good interpersonal skills and able to engage and communicate with internal and external stakeholders.
· Highly adaptable, able to work independently and responsibly without close supervision as well as function as a team player.
· Meticulous, numerically inclined, organised and resourceful.
· Knowledge of donor management, Code of Governance for Charities and IPCs, and reporting regulations and best practices is an advantage.
· Proficient in the use of Microsoft Word, Excel and PowerPoint and other relevant software.
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