Office Services Executive

Job Purpose

The Office Services Executive provides comprehensive administrative, logistical and coordination support to the Group Company Secretary’s Office. This role ensures effective delivery of Board-related services, departmental administration, and stakeholder support, with a strong emphasis on professionalism, accuracy, and relationship management.

Board Logistics & Travel Coordination

• Coordinate all travel, hotel, transportation, catering, itinerary planning, and logistics related to onsite Board and Committee meetings.
• Liaise with other relevant internal functions and the Travel Agency to manage LPO requirements and ensure timely issuance of tickets, confirmations, and other travel‑related arrangements.
• Provide general support to Board members, including assisting with travel-related queries, HR/IT requests, and meeting-specific arrangements.

Board Administration & Calendars

• Coordinate with the Board Secretary on establishing annual calendar and scheduling ATG subsidiary board/committee meetings, and other director meetings as required, including with ATG senior management.
• Oversee meeting coordination by securing availability for attendance, issuing invitations, and ensuring participants are kept informed and aligned.
• Coordinate internal and external meetings for Board members across multiple time zones.
• Support Board member induction and offboarding administrative processes.

Record-Keeping and Documentation

• Record notes and action points from team meetings and follow up to ensure actions are tracked and completed.
• Maintain organized document management repositories to ensure efficient storage, access, and upkeep of physical and digital governance records.

Invoicing Processing & Payments

• Manage end‑to‑end processing of Board member invoices, including preparation, approvals, submission to Finance, and tracking of monthly, quarterly, and ad‑hoc payments.
• Assist with expense processing for Board members as required.

Departmental & Office Administration

• Provide comprehensive administrative support to the team including call handling, correspondence, team and stakeholder meeting scheduling and coordination, maintaining the department calendar, coordinating team travel, and processing expenses and invoices.
• Manage printing and stationary requisitions, consumables, access permissions, meeting room resources, and general office requirements.

Education/Certification and Continued Education

• Graduate degree in any discipline
• Diploma in Secretarial practices would be an advantage

Years of Experience

Minimum 10 years’ experience

Knowledge and Skills

• Excellent organizational skills and attention to detail.
• Strong interpersonal skills – ability to build strong relationships with individuals at all levels of an organization.
• Strong written communication skills.
• Ability to exercise discretion and maintain confidentiality.
• Reliable, proactive and self-motivated.
• Proficient at Outlook and Word.
• Prior experience in event organization is highly beneficial.