Business Coordinator

#ABtalks; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

A leading company in Dubai is seeking a Business Coordinator to support the Director of Business. The ideal candidate will have excellent organizational and interpersonal skills with a strong background in executive support. This role involves managing various administrative tasks, ensuring efficient project coordination, and facilitating communication across departments. Candidates should possess a Bachelor's degree and at least 5-7 years of relevant experience. Join a dynamic team and contribute to significant projects while thriving in a fast-paced work environment.

Qualifications

• 5-7 years of experience supporting C-Level Executives.
• Experience in Project Management preferred.
• Proficient in Microsoft Office and Google Suite.

Responsibilities

• Manage, liaise, and complete projects/campaigns assigned by the Director.
• Coordinate logistics for trips and events.
• Support hiring processes and client engagement.

Skills

Organizational skills

Interpersonal skills

Problem-solving

Communication skills

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Google Suite

Job description

Bachelor of Business Administration(Management)

Nationality

Any Nationality

Vacancy

1 Vacancy

Job Description

We are seeking an experienced and reliable Business Coordinator to support our Director of Business. The ideal candidate is highly detailed, quick-thinking, and capable of resolving issues on short notice with minimal supervision. This role demands someone with a proven track record of assisting business executives, showcasing exceptional time management and flexibility. The successful candidate must thrive under pressure, exhibit strong organizational skills, and consistently deliver reliable support. This role involves managing a variety of administrative and operational tasks, coordinating logistics, and ensuring seamless communication between Director of Business and internal departments.

Roles and Responsibilities (but not limited to):

Admin and Operations

• Manage, liaise, and complete projects/campaigns assigned by the Director of Business
• Respond to external emails (fans, prospects, gifts, PR agencies, podcast requests).
• Arrange meetings and share reminders; take minutes and track progress.
• Build and maintain a client/partner database.
• Organize digital and physical files.
• Create templates and processes for efficiency.
• Monitor monthly expenses and submit for reimbursement.
• Review contracts for approval and ensure secure filing.
• Handle logistics for trips and events (visas, bookings, RSVPs); manage travel itineraries.
• Support hiring processes.
• Track client interactions throughout the year.
• Follow up on project payments with Finance.
• Respond promptly to requests via email/WhatsApp.
• Ensure tasks are on time, within scope, and budget.
• Develop project scopes, objectives, and resource plans.
• Track project progress and provide updates.
• Coordinate logistics for projects/campaigns (flights, hotels, visas, etc)
• Manage calendar, expense reports, confidential correspondence, travel plans, and documents.
• Facilitate smooth communication between the Director of Business, and internal departments.
• Keep Director of Business informed of commitments and responsibilities.
• Act as a "barometer" for environmental issues, keeping Director of Business updated.
• Draft acknowledgment letters and personal correspondence.
• Prioritize tasks, handle conflicting needs, and meet deadlines.
• Handle gifts and sample deliveries, Send gifts for celebrations.
• Coordinate executive communications and interface with clients.
• Prepare internal/external documents for team and partners.
• Maintain confidentiality and professionalism.
• Update show brief and sponsorship deck.
• Manage shoots calendar and prepare equipment.
• Coordinate subtitles and on-set logistics.

Talent Management

• Assist in managing all talents being managed by the Director of Business.
• Coordinate and elevate the merchandise process including design, logistics, promotion, and inventory.
• Keeping track of all the clients we work with throughout the year.
• Looking after all the logistic matters for trips (Visas/bookings/flights/accommodation/transportation) and events/dinners, RSVPs, etc., while making sure to always get the best in the interest of the Talents and his team.
• Gathering SM insights of the Talents, and updating their profiles on a monthly basis (end of each month).

What you ll need:

• Bachelor's degree required in Business Administration or any degree related to project management or business management is preferred
• Strong work tenure: five to 7 years of experience supporting C-Level Executives
• Experience and interest in Project Management
• Quick thinker; able to handle work and pressure independently.
• Flexibility with time
• Proficient in Microsoft Office ( Word, Excel, and Power Point), Adobe Acrobat, or Google Suite (Google meet, forms, calendar) and Social Media web platforms.

You ll love this job if you are:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with team members and external business liaisons
• Expert level written and verbal communication skills in English; Arabic is a plus
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

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