Administrative Support Coordinator

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.