Conference Executive

The Executive is responsible for delivering a world-class, end-to-end hospitality and workplace experience for C-Suite executives, high-net-worth individuals, ambassadors, diplomats, and Business Units (BUs). This role oversees premium conference suite operations, visitor experience, concierge services, vendor management, event coordination, and high-touch service delivery.

The position requires a polished and discreet professional with impeccable judgement, exceptional service standards, and the ability to work confidently with senior stakeholders — including the CEO Office, Board of Directors’ Personal Assistants (PAs), and high-profile guests.

Confidentiality, operational excellence, and proactive leadership are essential to success in this role.

1. Site Operations

• Strategize and oversee the seamless end-to-end operationalization of the Executive Conference Suites, maintaining a premium hospitality environment.
• Create a warm, professional, and elevated experience for C-Suite executives, VVIPs, and high-profile guests.
• Host and accompany VVIP visitors — including ambassadors and high-net-worth individuals — with the utmost discretion and confidentiality.
• Manage accurate and real-time information for all VVIP and visitor activities.
• Maintain close coordination with the CEO Office and Board PAs to ensure checklists and meeting preparations are completed for executive and board-level engagements.
• Keep all SOPs, playbooks, service standards, and operational checklists updated at all times.
• Manage vendor relationships for crockery, scenting, coffee/tea, white goods, refreshments, consumables, and hospitality-related supplies.
• Oversee all white goods (fridges, warmers, microwaves, etc.) on the executive floor; raise timely service requests for faults or irregularities.
• Support special events in the space and manage Servers responsible for F&B delivery to VVIPs and executives.
• Ensure operational coverage by coordinating backfills when team members are on leave or unavailable.
• Handle procurement of operational items (e.g., stationery, scenting refills, crockery, consumables) and process invoices accurately.
• Maintain documented approvals for all restocking and inventory processes for both the Executive Suites and Level 6 CEO Office.

2. Customer Service Excellence

• Provide authentic, polished, and timely hospitality to C-Suite executives, ambassadors, and VVIP guests.
• Uphold strict confidentiality and discretion in all interactions with high-profile individuals.
• Train and guide hospitality team members to represent the organisation at a luxury service standard.
• Maintain grooming and appearance guidelines aligned with brand expectations.
• Act as liaison between BUs and catering vendors for meeting refreshments.
• Professionally plate, warm, present, and serve catering items to ensure a refined dining and meeting experience.
• Oversee room clearing, cleaning, reset, and preparation after each meeting.

3. Visitor Management

• Deliver seamless, secure, and discreet registration services for C-Suite and VVIP guests.
• Prepare personalised packs and amenities for VVIP visitors.
• Manage F&B requirements for all conferences and meetings, coordinating with Servers
• Ensure compliance with security protocols via accurate use of the Visitor Management System (VMS).
• Monitor visitor movement to uphold executive floor safety and confidentiality.
• Implement emergency response plans for guest and staff safety.

4. Concierge Services

• Act as the primary liaison for concierge-related requests with local expertise and event-appropriate recommendations.
• Manage transportation arrangements for high-profile visitors, executives, and employees with precision and discretion.

5. Conference & Meeting Room Management

• Guide clients in optimizing meeting room bookings and utilization.
• Ensure fast room turnaround to maintain operational efficiency and guest satisfaction.
• Assist in planning community and workplace events that enhance employee engagement and culture.
• Work closely with the Events Coordinator to support MOU signings, corporate ceremonies, and other executive-level events.

6. Analytics, Reporting & Administration

• Tabulate and prepare monthly operational data using Microsoft Power BI for presentations to clients and senior stakeholders.
• Maintain accurate logs, usage records, and operational documentation.
• Send monthly trackers to the Finance team to verify and reconcile all client chargebacks for purchases, consumables, and services.
• Support ad-hoc operational tasks, events, and client requests promptly and professionally.

7. Space Experience & Seasonal Enhancements

• Propose and implement festive decorations, seasonal concepts, and space enhancements that elevate the overall executive experience.
• Curate visually engaging and experiential setups that reflect organizational culture and  professionalism.

Experience

• 5-years’ experience in Hospitality/ F&B or Tourism sector or related professional area

(Must have experience in airlines and hotel industry)

• Managed high profile management team (e.g., C-suite & VVIPS)
• Prior experience to manage meeting room services is a plus
• Diploma from an accredited institute