We are urgently recruiting on behalf of a leading UAE Federal Government Ministry for an experienced and highly organized Administrative Support Coordinator to provide executive-level administrative and coordination support.
This role requires a proactive professional with excellent organizational, communication, and stakeholder management skills who can effectively support senior leadership in a fast-paced government environment while maintaining the highest level of professionalism and confidentiality.
Key Responsibilities
- Provide comprehensive administrative and coordination support to the Office.
- Manage executive calendars, appointments, meetings, and official schedules.
- Coordinate internal and external meetings, prepare agendas, record meeting minutes, and follow up on action items.
- Prepare official correspondence, presentations, reports, briefing notes, and executive documents in Arabic and English.
- Liaise with internal departments and external stakeholders to facilitate effective communication and ensure timely completion of assigned tasks.
- Track incoming correspondence, requests, and assignments, ensuring timely responses and appropriate follow-up.
- Coordinate travel arrangements, accommodation, and logistics for official missions and events.
- Maintain confidential records, files, and documentation in compliance with government policies and information security requirements.
- Monitor the implementation of executive decisions and follow up with relevant departments.
- Support the planning and coordination of executive meetings, workshops, official visits, and events.
- Prepare periodic reports and dashboards on assigned initiatives and operational matters.
- Coordinate administrative and procurement requirements for the Executive Office, where applicable.
- Perform other duties assigned to support the effective operation of the Office.
Requirements
- 3–5 years of experience in executive administration, executive office coordination, or executive assistant roles.
- Proven experience managing executive calendars, appointments, and competing priorities in a senior leadership environment.
- Experience coordinating high-level meetings, workshops, and official visits, including preparing agendas, Minutes of Meeting, and tracking action items.
- Strong experience drafting official correspondence, briefing notes, reports, and presentations.
- Experience managing document routing, approvals, and executive workflows, with familiarity using document management systems, government systems, and ERP platforms.
- Experience working within a UAE Federal Government Ministry, government entity, semi-government organization, or Royal or Executive Office.
- Professional proficiency in Arabic for preparing official correspondence.