Administrative Support Coordinator

Experts Plus Recruitment Services; United Arab Emirates; On-site; AED 90,000 - 150,000; Full time

Job summary

UAE Federal Government Ministry is seeking an experienced Administrative Support Coordinator to provide executive-level administrative and coordination support to senior leadership in a fast-paced government environment.

The role requires a proactive professional with exceptional organizational and communication skills, confidentiality, and ability to manage multiple priorities across Arabic and English communications. On-site with government systems and policy adherence is expected.

Qualifications

• 3–5 years of experience in executive administration or executive office coordination.
• Proven ability to manage executive calendars and competing priorities for senior leadership.
• Experience coordinating high-level meetings, agendas, and action-item tracking.

Responsibilities

• Provide administrative and coordination support to the Office.
• Manage executive calendars, appointments, meetings and schedules.
• Coordinate internal and external meetings, prepare agendas and minutes, follow up on actions.
• Prepare official correspondence, presentations, and executive documents in Arabic and English.
• Liaise with internal departments and external stakeholders for timely completion of tasks.
• Track incoming correspondence and assignments, ensuring timely responses.
• Coordinate travel arrangements and logistics for official missions and events.
• Maintain confidential records in line with government policies and information security.

Skills

Calendar management

Executive support

Stakeholder management

Bilingual Arabic/English

Documentation drafting

ERP/document management systems

Tools

ERP systems

Document management systems

Job description

Overview

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.

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.

Qualifications / Experience

• 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.