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.
Essential Roles and Responsibilities
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.
- Maintain directors information, such as email addresses, home addresses and time sheets.
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.
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 Record-Keeping and Documentation
- Record 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 Administration
- Manage 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 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 as a Senior Executive Assistant
Knowledge 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.
