Operations Coordinator

Confidential; Dubai; On-site; AED 75,000 - 110,000; Full time

Job summary

Confidential in Dubai seeks an Operations Coordinator to provide high-level operational, administrative, and coordination support to the CEO, ensuring timely completion of key business activities and effective cross-department communication.

You will manage the CEO's calendar, prep meeting materials, track actions, and liaise with department heads and external stakeholders to ensure decisions are captured and followed through.

Qualifications

• Strong organizational and coordination abilities.
• Excellent written and verbal communication.
• Proven ability to manage multiple priorities and deadlines.
• Proven discretion and confidentiality in handling sensitive information.
• Proficiency with Microsoft Office and digital task-management tools.

Responsibilities

• Maintain a clear, updated CEO task list and track pending items.
• Coordinate with department heads and consolidate updates for management review.
• Manage the CEO’s calendar, prep materials, and record action points.
• Develop and maintain a CEO/management action tracker for follow-ups.
• Coordinate meetings, travel, and communications with internal/external stakeholders.
• Ensure confidentiality in handling business matters and sensitive information.

Skills

Organizational skills

Communication skills

Time management

Discretion

Microsoft Office

Education

Bachelor's degree in business/related field

Job description

The Operations Coordinator will provide high-level operational, administrative, and coordination support to the CEO, ensuring effective follow-up of priorities, communication between departments, and timely completion of key business activities. The role acts as a central coordination point between the CEO, department heads, senior management, and selected external stakeholders, ensuring decisions, actions, approvals, and commitments are properly tracked and followed through to completion.

Key Responsibilities

1. CEO Task & Priority Coordination

• Maintain a clear and regularly updated list of tasks, decisions, approvals, and requests pending with the CEO
• Follow up with the CEO on outstanding matters requiring review, approval, or decision
• Prioritize requests based on urgency, importance, and business impact
• Track deadlines, commitments, and agreed actions
• Ensure business activities do not remain pending due to outstanding CEO feedback or approvals
• Provide concise updates to the CEO on critical or overdue matters

2. Coordination with Department Heads

• Act as a key coordination point between the CEO and department heads
• Follow up with departments on actions, information, documents, approvals, and decisions requested by the CEO
• Obtain regular updates on pending matters and consolidate information for management review
• Ensure CEO instructions are clearly communicated and followed through to completion
• Identify delays, bottlenecks, and operational issues and elevate them appropriately
• Support effective communication and coordination across departments

3. Executive & Operational Support

• Manage and coordinate the CEO's calendar, meetings, appointments, and key priorities
• Prepare the CEO for meetings by gathering relevant documents, reports, information, and updates
• Attend selected meetings, take notes, and track agreed action points
• Prepare or coordinate correspondence, presentations, reports, and business documents as required
• Screen routine requests and determine which matters require direct CEO involvement
• Support the CEO in maintaining an organized and efficient workflow

4. Follow-up & Action Tracking

• Develop and maintain a comprehensive CEO and management action tracker covering: pending approvals, required decisions, departmental follow-ups, important deadlines, meetings and commitments, external follow-ups
• Regularly review outstanding actions and priorities with the CEO

Follow up with responsible employees and departments until actions are completed

Maintain accurate records of decisions, instructions, responsibilities, and deadlines

Highlight overdue or high-priority actions requiring management attention

5. Business & Administrative Coordination

• Coordinate operational and administrative matters on behalf of the CEO as required
• Coordinate meetings, travel arrangements, reservations, correspondence, and other time-sensitive commitments
• Liaise with internal and external stakeholders to ensure arrangements are handled efficiently
• Support selected business-related and confidential matters entrusted by the CEO
• Assist with coordination between the CEO's office and external partners, service providers, and other stakeholders

6. Confidentiality & Discretion

• Maintain strict confidentiality regarding company information, management discussions, employee matters, business decisions, and sensitive CEO matters
• Handle confidential documents and information professionally and securely
• Share sensitive information only with authorized individuals
• Exercise sound judgment, discretion, and professionalism when dealing with confidential or urgent matters

Required Qualifications

• Bachelor's degree in Business Administration, Management, Operations, Communications, Human Resources, or a related field
• Previous experience in Operations Coordination, Executive Assistance, Office Management, Executive Office Coordination, Personal Assistance, or a similar role
• Experience working directly with CEOs, senior management, or business owners is highly preferred
• Strong organizational, coordination, and follow-up skills
• Excellent written and verbal communication skills
• Ability to communicate professionally and confidently with department heads and senior management
• Strong time-management and prioritization skills
• Ability to work independently, take initiative, and manage multiple priorities
• Strong Microsoft Office and digital task-management skills
• High level of confidentiality, reliability, and discretion
• Ability to handle sensitive business matters professionally
• Ability to work effectively in a fast-paced and dynamic environment