VIP Coordinator

Institute for Healthier Living Abu Dhabi; Abu Dhabi; On-site; AED 167,000 - 257,000; Full time

Job summary

Institute for Healthier Living Abu Dhabi is seeking a VIP Coordinator to act as the primary non-clinical contact for VIP patients, coordinating the end-to-end VIP experience from scheduling to hospitality arrangements and follow-up communication.

The role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced, high-expectation environment in Abu Dhabi.

Qualifications

• Bachelor's degree in hospitality management, business administration, healthcare administration, or related field.
• 3–5 years of experience in a patient-facing coordination or administrative role.
• Experience in hospitality, concierge services, VIP services, or healthcare coordination is preferred.

Responsibilities

• Act as the primary non-clinical point of contact for VIP patients.
• Coordinate all non-clinical aspects of patient visits, including scheduling appointments, hospitality arrangements, and follow-up communication.
• Coordinate patient appointments in collaboration with clinical and administrative teams and arrange transportation, accommodations, and special requests.
• Maintain professional, discreet handling of high-profile patients and maintain accurate patient preferences records.
• Support the Protocol & VIP Manager in delivering premium service experiences and ensure alignment with organizational policies and UAE regulations.

Skills

Scheduling systems

CRM tools

Organization

Discretion & confidentiality

Communication skills

Education

Bachelor's degree in hospitality management or related field

Tools

CRM software

Scheduling software

Job description

Company Overview

Our purpose is to help people live healthier lives by focusing on the biological process of aging through advanced clinical care and research using precision diagnostics, lifestyle medicines, proven therapeutics to improve health span, performance and lengthen lifespan.

We are at the forefront of Healthy Longevity Medicine by combining advanced diagnostics with AI-driven risk prediction, digitally enabled clinical care with the highest quality of trained professionals in lifestyle and longevity medicine. We are at the frontier of how to keep people healthy, on the population level as well as tailored programs for individuals.

Our clinical practice—along with our research and innovation arms—are shaping the future of Healthy Longevity medicine, and we invite you to apply and explore these possibilities with us.

Job Title

VIP Coordinator

Location

Abu Dhabi, UAE

Job Type

Full-Time

Job Purpose

The VIP Coordinator will act as the primary point of contact for VIP patients, ensuring the smooth and high-quality delivery of all non-clinical services. The role focuses on coordinating the end-to-end VIP experience, including scheduling, logistics, hospitality arrangements, and patient communication.

The coordinator will support the Protocol & VIP Manager in maintaining premium service standards and ensuring that every interaction reflects the organization's values, cultural sensitivity, and commitment to excellence. The ideal candidate will have strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced, high-expectation environment.

Patient Experience Coordination

• Act as the primary non-clinical point of contact for VIP patients.
• Support the delivery of a seamless and personalized VIP experience at every stage of the patient journey.
• Coordinate all non-clinical aspects of patient visits, including scheduling appointments, hospitality arrangements, and follow-up communication.
• Maintain a professional and discreet approach when dealing with high-profile patients.

Logistics and Scheduling

• Coordinate patient appointments in collaboration with the clinical and administrative teams.
• Arrange logistics such as transportation, accommodations, and special requests.
• Ensure patient itineraries are well-organized and communicated clearly.
• Provide timely reminders and updates to patients regarding their appointments and services.

Hospitality and Patient Support

• Coordinate personalized hospitality arrangements based on patient preferences.
• Ensure VIP waiting areas and facilities are prepared and maintained to a high standard.
• Support the Protocol & VIP Manager in delivering premium service experiences.
• Maintain accurate records of patient preferences to support a personalized experience.

Cultural Sensitivity and Protocol Support

• Demonstrate cultural awareness and professionalism when interacting with VIP patients from diverse backgrounds.
• Support the implementation of VIP service protocols and guidelines.
• Maintain strict confidentiality when handling sensitive patient information.

Issue Resolution and Escalation

• Address patient concerns promptly and professionally.
• Escalate complex issues to the Protocol & VIP Manager when required.
• Support the team in resolving service-related issues to maintain patient satisfaction.

Reporting and Coordination

• Maintain accurate records of patient interactions, preferences, and service requests.
• Support the preparation of basic reports related to patient experience and service delivery.
• Work closely with clinical, administrative, and operations teams to ensure a coordinated approach to VIP services.

Governance and Compliance

Compliance Responsibilities

• Ensure all VIP coordination activities follow organizational policies and applicable UAE regulations.
• Maintain confidentiality and professionalism at all times when handling patient information.

Decision-Making Authority

• Authorized to coordinate logistics, scheduling, and hospitality arrangements for VIP patients.
• Escalate any sensitive, high-risk, or complex issues to the Protocol & VIP Manager.

Competencies And Skills

Core Competencies

• Integrity & Professionalism
• Discretion and Confidentiality
• Patient-Focused Mindset
• Strong Communication Skills
• Attention to Detail
• Cultural Awareness
• Organization and Time Management
• Adaptability in a fast-paced environment

Technical Skills

• Experience using scheduling systems or CRM tools
• Strong coordination and administrative skills
• Ability to manage multiple priorities simultaneously
• Understanding of high-end customer service standards

Qualifications And Experience

Educational Background

Bachelor's degree in hospitality management, business administration, healthcare administration, or a related field.

Professional Experience

• Minimum 3–5 years of experience in a patient-facing coordination or administrative role
• Experience in hospitality, concierge services, VIP services, or healthcare coordination is preferred
• Experience supporting high-profile or VIP patients is an advantage

Working Conditions

Work Environment

Primarily office-based with regular patient interaction.

Physical Requirements

Ability to manage extended patient interactions and support coordination tasks throughout the day.

Travel Requirements

Minimal travel may be required for patient coordination or special events.