The Executive Conference Suite Lead is responsible for delivering a worldclass, endtoend hospitality and workplace experience for CSuite executives, highnetworth individuals, ambassadors, diplomats, and Business Units (BUs). This role oversees premium conference suite operations, visitor experience, concierge services, vendor management, event coordination, and hightouch 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 highprofile guests. Confidentiality, operational excellence, and proactive leadership are essential to success in this role.
- Site Operations
- Strategize and oversee the seamless endtoend operationalization of the Executive Conference Suites, maintaining a premium hospitality environment.
- Create a warm, professional, and elevated experience for CSuite executives, VVIPs, and highprofile guests.
- Host and accompany VVIP visitors including ambassadors and highnetworth individuals with the utmost discretion and confidentiality.
- Manage accurate and realtime 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 boardlevel 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 hospitalityrelated 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 and Tea Ladies 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.
- Customer Service Excellence
- Provide authentic, polished, and timely hospitality to CSuite executives, ambassadors, and VVIP guests.
- Uphold strict confidentiality and discretion in all interactions with highprofile 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.
- Visitor Management
- Deliver seamless, secure, and discreet registration services for CSuite and VVIP guests.
- Prepare personalised welcome packs and amenities for VVIP visitors.
- Manage F&B requirements for all conferences and meetings, coordinating with Servers and Tea Ladies.
- 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.
- Concierge Services
- Act as the primary liaison for concierge-related requests with local expertise and eventappropriate recommendations.
- Manage transportation arrangements for highprofile visitors, executives, and employees with precision and discretion.
- 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.
- 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 adhoc operational tasks, events, and client requests promptly and professionally.
- 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 an advantage
- Diploma from an accredited institute
Task Skills
- Proficiency with Microsoft Word, Excel and PowerPoint.
- Good command of verbal and written English
- Proactive mindset and ability to manage C-suite and VVIP personnel's
- Knowledge of food handling and white glove service skills are essential
Personal Skills
- Ability to meet tight schedules and deliver high quality of work
- High level of communication and interpersonal skills
- Good Grooming throughout the day to ensure professionalism
