Administrative Support Coordinator - Office of His Excellency Under Secretary

We are 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 to the Office of His Excellency the Under Secretary .

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 of His Excellency the Under Secretary.
• 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.

Benefits