Office Services Executive

Job PurposeThe 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. Essential Roles and ResponsibilitiesBoard Administration & CalendarsCoordinate 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.Maintain directors’ information, such as email addresses, home addresses and time sheets.Board Logistics & Travel CoordinationCoordinate 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.Invoicing Processing & PaymentsManage 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 Record-Keeping and DocumentationRecord notes and action points from team meetings and follow up to ensure actions are tracked and completed.Maintain organised document management repositories to ensure efficient storage, access, and upkeep of physical and digital governance records.Prepare and maintain relevant team templates and checklists.Departmental & Office AdministrationManage the diary of the Group Company Secretary.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.Monitor the department mailbox on a daily basis and allocate actions to team members on a timely basis.Manage printing and stationary requisitions, consumables, access permissions, meeting room resources, and general office requirements.Job RequirementsEducation/Certification and Continued Education Graduate degree in any disciplineDiploma in Secretarial practices would be an advantageYears of ExperienceMinimum 10 years’ experience as a Senior Executive AssistantKnowledge and Skills Excellent organizational skills and attention to detail.Strong interpersonal skills and experience interacting 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.