Executive Coordinator – HQ & External Affairs

Job Purpose The HQ Coordinator will coordinate COMPANY's headquarters, internal administration, external affairs and day-to-day organizational follow-up. The role will support the Director of Operations while also providing structured support to the Governance Committee, Chairperson and Board when required. The successful candidate should be equally comfortable preparing a government meeting, following up a rescue case, drafting correspondence, coordinating an event or making sure outstanding actions are completed.

Key Responsibilities

HQ & Administration Manage correspondence, calendars, meetings, visitors, records, files and general office coordination. Maintain action trackers, databases and administrative systems. Ensure COMPANY's headquarters operates efficiently and professionally. Director, Board & Governance Support Support the Director with reports, presentations, briefings, schedules and follow-up.

Assist with Board and committee meetings, agendas, documentation, minutes and action tracking. Maintain governance and administrative records. Internal Coordination Act as a central coordination point between: Director of Operations; Board and committees; employees; volunteers; veterinary partners; project leads; and COMPANY members.

Ensure responsibilities and deadlines are clear and followed up. External Affairs Coordinate communication and meetings with: government authorities; municipalities; veterinary clinics; schools and universities; companies and CSR teams; sponsors and donors; embassies; international organizations; community groups; and members of the public.

Prepare professional Arabic and English correspondence and maintain stakeholder records. Membership, Volunteers & Projects Support membership administration and member communications. Maintain volunteer records and coordination. Support projects including TNVR, rescue, cruelty response, hotline, adoption, education, donkey welfare, One Health, fundraising and events.

Hotline & Case Support Assist with logging, routing and following up animal welfare cases and veterinary referrals as COMPANY's hotline system develops. Events & Field Support Help organize meetings, workshops, campaigns, school activities and fundraising events. The Coordinator should also be comfortable attending veterinary clinics, rescue activities, TNVR programs and other field activities when required.

Requirements

3–5 years' relevant professional experience; experience in administration, executive coordination, office management, project coordination or stakeholder relations; excellent spoken and written Arabic and English; strong organizational and communication skills; excellent attention to detail; strong Microsoft Office or equivalent digital skills; experience preparing reports, presentations and professional correspondence; ability to manage multiple priorities simultaneously; and a diploma, degree or relevant professional qualification.

Animal-welfare or NGO experience is desirable but not required.