Office Services Executive

Al Tayer Group; Dubai; On-site; AED 300,000 - 420,000; Full time

Job summary

Al Tayer Group seeks an experienced Office Services Executive to provide comprehensive administrative and logistical support to the Group Company Secretary’s Office. You will manage board calendars, travel logistics, invoicing, and governance records with a focus on accuracy and discretion.

The role requires a graduate degree and substantial senior EA experience. Strong organizational and interpersonal skills are essential, along with proficiency in Outlook and Word and a track record in event

Qualifications

• Graduate degree in any discipline (or equivalent).
• Diploma in Secretarial practices would be advantageous.
• Minimum 10 years of Senior Executive Assistant experience.

Responsibilities

• Coordinate Board secretary with annual calendars and meetings across time zones.
• Manage travel, hotel, transportation, catering, and travel logistics for board/committee meetings.
• Process end-to-end invoices and expenses for Board members.
• Maintain governance records, notes, action points and templates.
• Provide comprehensive diary and office administration support to the Group Company Secretary.

Skills

Excellent organizational skills

Strong interpersonal skills

Discretion & confidentiality

Reliable, proactive & self-motivated

Event organization experience

Education

Graduate degree in any discipline

Diploma in Secretarial practices

Tools

Outlook

Word

Job description

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.
• 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.