Office Services Executive

Al Tayer Group; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A prominent UAE organization is seeking an Office Services Executive to provide comprehensive administrative and logistical support. The role involves coordinating travel and meetings for the Board, maintaining records, and ensuring effective administration. The ideal candidate will possess a graduate degree, at least 10 years of experience, and excellent organizational and interpersonal skills. This position emphasizes professionalism and accuracy in stakeholder management.

Qualifications

• Minimum 10 years' experience.
• Graduate degree required; diploma in secretarial practices is a plus.

Responsibilities

• Coordinate travel and logistics for Board meetings.
• Manage Board administration and meeting coordination.
• Maintain record-keeping and documentation.
• Process invoices and payments.
• Provide comprehensive administrative support.

Skills

Excellent organizational skills

Strong interpersonal skills

Strong written communication skills

Ability to exercise discretion

Reliable, proactive and self-motivated

Proficient at Outlook and Word

Prior experience in event organization

Education

Graduate degree in any discipline

Diploma in Secretarial practices

Job description

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 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.

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

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.