Administrative Executive

About the Role

Vibes Events invites applications for the position of Administrative Executive to provide comprehensive operational and coordination support at Capital 360 (ADNEC), Abu Dhabi. The incumbent will be responsible for ensuring efficient administrative support during event and exhibition activities, facilitating smooth daily operations, promoting effective communication across teams, and guaranteeing the successful execution of assigned responsibilities throughout the contract.

Work Location: Capital 360 (ADNEC), Abu Dhabi
Contract Duration: 3 Months, with potential for extension
Working Days: Monday to Saturday

Key Responsibilities

• Support event and exhibition coordination through all phases of planning and execution
• Collaborate with internal departments, exhibitors, and external partners to manage event logistics and timetabling
• Assist in preparing and distributing event materials, briefing documents, and communications
• Provide administrative assistance onsite during live events as necessary
• Perform daily office administration tasks including drafting correspondence, managing electronic communications, and arranging meetings
• Maintain organized filing systems ensuring accurate documentation and easy access
• Prepare reports, presentations, meeting minutes, and other necessary documentation for teams
• Respond professionally and promptly to internal and external inquiries
• Oversee task tracking, following up to assure timely completion
• Maintain databases, trackers, and records to enable team reporting and smooth operations
• Assist with ad hoc and cross-functional team requests as required
• Compile and consolidate sales reports from various teams for management review

Qualifications and Skills

• Bachelor’s degree in Business Administration, Event Management, or a related discipline
• At least 1–2 years' experience in an administrative, event coordination, or office support setting
• Proficient in Microsoft Office applications, especially Word, Excel, Outlook, and PowerPoint
• Strong command of English in both written and spoken form; knowledge of Arabic is beneficial
• Exceptional organizational skills with keen attention to detail and the ability to multitask effectively
• Self-motivated, dependable, and capable of working autonomously within a dynamic event environment
• Prior exposure to the events, exhibitions, or MICE industry is advantageous

Additional Information

• This is a contract position initially set for 3 months with a possibility of extension
• Applicants should be flexible regarding contract renewal and able to work six days a week, Monday through Saturday