Administrative Support Coordinator - Office of Under Secretary

About the Role

We are seeking a highly experienced and organized Administrative Support Coordinator to join the Office of His Excellency the Under Secretary at a prominent UAE Federal Government Ministry. This role demands a proactive and professional individual equipped with exceptional organizational, communication, and stakeholder management abilities to support senior leadership efficiently in a dynamic governmental setting, while strictly maintaining professionalism and confidentiality.

Key Responsibilities

• Deliver comprehensive administrative and coordination assistance to the Office of the Under Secretary.
• Organize and manage executive calendars, appointments, meetings, and schedules.
• Facilitate coordination of internal and external meetings, including agenda preparation, recording minutes, and following up on action points.
• Draft official correspondence, presentations, reports, briefing notes, and executive documents in both Arabic and English.
• Collaborate with internal departments and external stakeholders to ensure effective communication and timely task completion.
• Monitor incoming correspondence, requests, and assignments, ensuring prompt responses and appropriate follow-ups.
• Arrange travel, accommodations, and logistics for official missions and events.
• Maintain confidential records and documentation, adhering to government policies and information security standards.
• Oversee the execution of executive decisions and coordinate with relevant departments for follow-ups.
• Assist in planning and coordinating executive meetings, workshops, official visits, and events.
• Compile periodic reports and dashboards related to assigned initiatives and operational activities.
• Coordinate administrative and procurement processes for the Executive Office as needed.
• Undertake additional duties to ensure smooth office operations.

Required Qualifications and Experience

• Between three to five years of experience in executive administration, coordination, or similar executive assistant roles.
• Demonstrated skill in managing executive diaries, appointments, and balancing competing priorities within senior leadership environments.
• Proven experience in coordinating high-level meetings, workshops, and official visits, including agenda creation, minute-taking, and action tracking.
• Strong ability to prepare official correspondence, briefing documents, reports, and presentations.
• Competence in managing document workflows, routing, and approvals, with familiarity in document management systems, government software, and ERP platforms.
• Previous experience in UAE Federal Government Ministries, governmental bodies, semi-government organizations, or Royal/Executive Offices.
• Professional Arabic language proficiency to draft official correspondence.