Office Coordinator
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Key skills for this role
About the Role
A confidential project in Abu Dhabi seeks an Office Coordinator to provide executive support to the Account Lead and senior leadership, manage office operations, coordinate events and visits, and handle administrative tasks.
Key Skills for This Role
Responsibilities
- Liaise with the Account Lead, senior leadership, and other functions to manage communications and requirements
- Arrange meetings, draft agendas, prepare and distribute minutes, and follow up on action items
- Organize the Account Lead's schedule of meetings and visits, ensuring diary is current and conflicts resolved
- Organize travel and accommodation arrangements for the Account Lead and visiting delegations
- Prepare and update office documents including letters, memos, emails, reports, spreadsheets, and presentations
- Serve as first point of contact to receive, screen, and direct incoming calls, enquiries, and office visitors
- Establish and maintain electronic and physical filing systems
- Plan and coordinate internal events, team offsites, and high profile visits from external partners and VIP delegations
- Manage event budgets, process invoices and expenses in line with financial governance
- Support onboarding of new team members by coordinating system access, equipment, and orientation materials
Requirements
- Experience in executive administration, office administration, or a chief of staff support function
- Proven experience supporting C suite or equivalent senior leadership in a fast paced, high stakes environment
- Experience managing complex logistics, VIP visits, and multi stakeholder events
- Experience working in a multi cultural environment
- Experience in elite institutions of higher education, government, or professional services desirable
Full Job Posting
Job Purpose
- To provide efficient personal assistance and high quality executive support to the Account Lead and senior leadership team of the Confidential Project, while ensuring the smooth day to day operation of the project office.
- The role serves as a central coordination point across the team: managing the office environment, supporting leadership communications, coordinating stakeholder visits and events, maintaining administrative systems, and ensuring that information flows efficiently across internal and external functio
Key Accountabilities
- Liaise with the Account Lead, senior leadership, and other functions within the Confidential Project to manage communications and requirements on behalf of the leadership team.
- Arrange meetings called by the Account Lead, draft the agenda, prepare and distribute minutes, and follow up on action items as needed.
- Arrange working groups and make all relevant logistics arrangements, including booking venues, establishing seating, ensuring equipment is in place, and other related settings.
- Organize and distribute circulars and correspondence received by the Account Lead to relevant team members and partners, and follow up on any required response.
- Prepare responses to routine correspondence and enquiries in line with leadership instructions, maintaining a professional and accurate standard of communication.
- Draft, proofread, and manage internal and external communications on behalf of the leadership team as needed.
- Organize the Account Lead's schedule of meetings and visits, ensuring the diary is kept current and conflicts are resolved proactively.
- Organize travel and accommodation arrangements for the Account Lead and visiting delegations, through coordination with relevant departments and travel providers.
- Prepare and update office documents including letters, memos, emails, reports, spreadsheets, and presentations in line with leadership requirements.
- Serve as the first point of contact to receive, screen, and direct incoming calls, enquiries, and office visitors to the Account Lead and senior team.
Events and Visit Management
- Plan and coordinate internal events, team offsites, and high profile visits from external partners, government stakeholders, and VIP delegations.
- Manage end to end logistics for delegation visits, including briefing documents, protocol arrangements, venue, hospitality, and accommodation.
- Manage event budgets, processing invoices and expenses in line with financial governance requirements.
- Liaise with protocol and security teams where required for VIP engagements.
- Offer on hand assistance at events to ensure smooth execution.
- Maintain an events calendar and ensure adequate lead time for preparation across all scheduled engagements.
- Source, manage, and maintain an inventory of corporate gifts for delegation visits, VIP engagements, and official occasions.
Experience
- Experience in executive administration, office administration, or a chief of staff support function.
- Proven experience supporting C suite or equivalent senior leadership in a fast paced, high stakes environment.
- Experience managing complex logistics, VIP visits, and multi stakeholder events.
- Experience working in a multi cultural environment.
- Experience in elite institutions of higher education, government, or professional services desirable.
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